Jefferson Healthcare is the primary healthcare provider for the 29,000-plus residents of Jefferson County, Washington — located on the picturesque Olympic Peninsula. Jefferson Healthcare offers comprehensive care, including their hospital, primary care clinics, home health care, and hospice services.
As the primary healthcare provider in a smaller community, Jefferson Healthcare’s internal processes must be efficient and flexible to ensure patients don’t experience lapses in care. Jotform Enterprise has helped Jefferson Healthcare to respond to challenges quickly and efficiently, ensuring patients and employees are properly cared for.
Jefferson Healthcare case study results at a glance
90 percent first-dose vaccination rate
Jefferson County achieved a 90 percent first-dose COVID-19 vaccination rate with the help of Jefferson Healthcare and Jotform Enterprise.
970 supported employees
Jotform Enterprise provides HR support for 970 Jefferson Healthcare employees.
2,000 appointments scheduled
Jotform Enterprise helped Jefferson Healthcare schedule 2,000 vaccine appointments without having to put anyone on hold.
HR solutions for Jefferson Healthcare employees
Jefferson Healthcare started using Jotform Enterprise in 2021 to help with scheduling COVID-19 vaccine appointments. After the initial demand for these appointments waned, staff began to look internally to determine how else to apply Jotform’s functionalities. This led staff to re-examine the organization’s HR processes to see if they could be improved by using Jotform Enterprise.
Previously, Jefferson Healthcare used paper processes, email chains, and interoffice mail to get things done. These workflow methods required employees to follow up on tasks manually and send many back-and-forth emails. The HR department had an even more challenging time with these processes because it needed to coordinate with every department.
Automating new-hire onboarding
Jefferson’s HR team began using Jotform Enterprise to automate its new-hire onboarding workflow. With the help of Jotform Workflows and Jotform Tables, Jefferson could partially automate a significant portion of its hiring and onboarding processes.
For example, when a candidate accepts a job offer, a HR rep can send an announcement email to relevant staff just by clicking a button in a table. This email alerts different departments (like payroll and IT) that they need to start any onboarding activities they are responsible for.
When a hiring manager decides to hire someone, they fill out a form to request that HR make an offer to that person. Then, HR staff use the table connected to the request form as a dashboard to view the status of offers and start the onboarding process. Each step of the hiring process is tracked in Tables, so everyone is on the same page.
It’s adaptable, and we can customize it on the spot.
Rachel Barbieto, Director of Informatics and Process Improvement, Jefferson Healthcare
The hiring and onboarding request forms are combined into one workflow, so IT can work in lockstep with the HR team to onboard the new employee.
After a candidate accepts an offer, and HR completes its new hire activities, HR will trigger onboarding activities for IT. Now, IT staff can access a pared down dashboard to perform its new hire activities. These dashboards created from Jotform Tables eliminates the need for long email chains and interoffice mail.
IT’s onboarding dashboard rolls up into a larger dashboard managed by HR, so they know when a new employee gets their email address and gains access to Jefferson’s EMR.
Jefferson Healthcare uses Jotform Enterprise for more than hiring and onboarding. The staff use it to record employees’ sick days, annual performance reviews, lunch orders, and more.
Using conditional logic to streamline vaccination scheduling
Although Jefferson Healthcare now uses Jotform Enterprise to streamline its internal processes, the provider’s journey with Jotform Enterprise started in 2021, when demand for COVID vaccines was high.
The practice initially considered creating a call center to help meet the demand for vaccination appointments. However, hiring call center representatives and building out the required infrastructure would take a lot of time and money. Almost half of Jefferson County’s population is over the age of 65, so people needed to get vaccinated ASAP.
The team turned to Jotform Enterprise. They considered other form builders and workflow tools, but Jotform Enterprise’s dynamic and flexible forms ultimately won out.
Jotform Enterprise’s conditional logic features allowed Barbieto and her team to easily automate parts of the screening process for appointments.
“There were several hurdles to overcome, but most of them we turned into conditions in Jotform Enterprise,” says Barbieto. “Like, initially, someone needed to be a certain age to get the vaccine, so we applied a condition on the birthdate field that wouldn’t allow them to continue filling out the form if they were not old enough.”
Conditional logic helped Jefferson Healthcare prioritize who got vaccines to ensure the most vulnerable community members were protected first.
“It has helped us be nimble when we needed to be,” says Barbieto.
Healthcare providers often need to act quickly to provide quality care. Jefferson Healthcare was successful in its mission to help vaccinate the county, which achieved a 90 percent first-dose vaccination rate.
Refining internal and external processes with Jotform Enterprise
Jotform Enterprise can help improve all kinds of healthcare operations, from vaccine scheduling to employee onboarding. Features like Workflows, Tables, and conditional logic can smooth out even the bumpiest processes.
Jotform Enterprise has allowed Jefferson Healthcare to be flexible and agile. Says Barbieto, “Jotform has been a pinch hitter for us.”
If your organization needs a pinch hitter to relieve staff and handle a variety of tasks automatically, consider Jotform Enterprise.
To learn more about how Jotform Enterprise can help improve processes for your healthcare practice, check out our case studies from other healthcare organizations like yours.
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