On Boarding Presentation - UCLA Health

Human Resources Online On Boarding Process

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Current Onboarding Process  After job is offered to the best candidate and job requisition is closed, the HR Representative is notified through a PAR or EDB TRF.  On Boarding letter is sent either by HR Representative or On Boarding Coordinator containing instructions and links to new hire documents.  New hire or Rehire is asked to complete HIPAA quiz online

beforehand and to print the Confidentiality Statement along with all other new hire documents. He/she is asked to bring all completed documents to scheduled new hire processing session where it will be reviewed.

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Current Onboarding Process  Supporting documents for payroll and accreditation purposes are

collected and copied.  Basic payroll and benefit and retirement savings programs are discussed and questions answered.

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New Online On Boarding Process  We are currently testing an online on boarding system from Greentree.  Incoming new hires and rehires will receive an e-mail directly

from Greentree On Boarding instructing them to create their own password. Thereafter, they will receive a welcome e-mail with the forms they can complete prior to attending our new hire processing session.

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Employee will only need to print 3 forms: the Confidentiality Statement, I-9 and Oath and Patent Acknowledgement.

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Benefits A checklist is available online for the HR Representative to view prospective employee’s progress in completing their forms.

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Forms completed can be reviewed online by HR Representative, allowing errors to be corrected before attending new hire processing session.

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Less time spent on reviewing forms during face to face on boarding meeting.

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Forms are stored electronically and can be accessed when needed.

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Rollout Schedule  January 15, 2012 – February 29, 2012 - system will be piloted on Nursing new grads  March 1, 2012 – system will be rolled out to RRMC, SMH, NPH and FPG

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