CASE STUDY
Home Healthcare Group Creates Streamlined Employee ID Badge System with InstantCard

lhc group - home healthcare

Summary

  • LHC, a leading in-home healthcare company, needed a secure, efficient way to manage employee identification badges for its more than 30,000 employees across the United States.
  • LHC turned to InstantCard to implement a secure, end-to-end ID badging solution.
  • The InstantCard employee ID badge and access system is now an integral part of the employee onboarding process.

Situation

LCH Group is one of the nation’s largest providers of managed care facilities and in-home healthcare services. Its more than 30,000 employees are entrusted with providing care to patients in elder care facilities and at their homes.

Because LHC employees are working with some of the most vulnerable members of the population, it is important that they be able to quickly identify themselves as credentialed, authorized healthcare employees. For these healthcare professionals, a photo ID badge is a critical first step to building trust with patients.

With thousands of staff, managed by hundreds of individual managers located across the United States, creating a secure, uniform way of producing badges was a challenge. Leaving the task up to individual locations would result in inconsistent badging policies, extra costs to purchase badge printers for each location, and increased burden on busy administrative staff.

LHC realized that they needed a centralized solution, but the process was too complex to be handled in-house. Because staffing needs are both frequent and immediate, LHC needed to be able to print a card and send it out quickly and accurately, even if a location had only one new employee.  Managing the flow of communications with each of the 1,000+ facilities, relying on email to get employee data and photos, would be very time consuming.  In addition, central printing and mailing of cards would require a dedicated team.

Solution

LHC turned to InstantCard to create a streamlined, centrally-managed system for issuing employee ID badges. With InstantCard, all employees are entered into a single employee database that manages the ID badge process.

InstantCard created customized templates for each location, based on a single master template that ensured uniformity throughout the organization. The master template ensures that designs can be easily copied among locations, so a new site can be added with the same set of templates already in use.

Templates can be set up to allow for unique elements (text, image, logo, etc.) at each location. Each template is associated with a specific division, so only designated locations have access to a given template.

As new employees join, site managers merely enter the employee data, attach a digital photo, and the cards are printed and mailed out automatically to them. Each location gets the benefits of a group-wide service, and LHC corporate headquarters has full visibility over the process.

“Large multi-site corporations present a unique challenge for producing photo ID cards, since there are typically many small, geographically distributed locations. The ability for an online platform like InstantCard to reliably and cost-effectively handle the detailed logistics in this environment is the single most-appreciated aspect of our service,” said David Finkelstein, Founder and President of InstantCard.

Results

InstantCard has been meeting the badging requirements of LHC since 2016. In that time, LHC has grown exponentially, adding many more sites in 35+ states across the United States.

The centralized system makes adding new locations simple.  When LHC acquires a new facility, within 24 hours they create a new badge incorporating the local operation’s branding, while staying consistent with LHC standards. With no training required, the new location manager simply uploads a spreadsheet of staff data. Employee ID cards are printed and shipped the same day.

When any location hires a new employee, which is relatively frequent in this high-turnover industry, they order a new photo ID badge that is printed and shipped the same day.

Each location is responsible for ordering badges for new staff. The InstantCard system restricts access to templates based on user credentials, ensuring that each location can only order badges for its own location.  The cards are shipped directly to the site and include all accessories, so they arrive ready to wear.

LHC retains full oversight of the system. InstantCard sends LHC a monthly report of all ID cards that have been produced and at which sites. They can also access the report through the secure database at any time, allowing them real-time visibility over badging at each location.

 

>6
years as a customer

>70k
badges produced

>900
locations