Radboud University Medical Centre is an academic hospital in Nijmegen that is part of the Dutch Federation of University Medical Centres. More than three thousand students from Radboud University are trained here in fields including Medicine, Nursing, and Biomedical Sciences. In addition, Radboudumc had 1,065 beds and more than 10,000 employees in 2019. As a result of the corona crisis, the number of beds and employees has risen significantly this year. To be able to serve patients as well as possible, a clear digitalisation has taken place within the organisation. The university medical centre in Nijmegen now works more digitally than ever.
Shortened contract turnaround time
After conducting market research, Radboudumc issued a tender to ultimately be able to choose the right platform for digital signing. ValidSign won the tender at the end of January 2020. The primary reason for signing digitally was to shorten the turnaround time of (employment) contracts. The signing process previously looked as follows: the drafted contract was printed, placed on the desk of the internal signatories for signing, after signing the document was sent by post to the external signatory and was received back by post after signing. With ValidSign, both printing and sending by post are eliminated.
Marty van Asperen, project leader at Radboudumc: "The purchasing department signs approximately 250 documents per month. It could take several weeks before the signing process was completed. When an account manager closes a deal, they are unable, for example, to finalise the agreement immediately because they are not fully authorised to sign and managers must first place their signature for approval. ValidSign offers the ability to select multiple signatories and set a signing order so that the required signatures can be obtained in just a few mouse clicks."
Sparring partner
Radboudumc brought in ValidSign’s solution to ultimately deploy it organisation-wide. Short lines and close collaboration between the two organisations is therefore crucial. "We were not only looking for a digital signing platform but also for a partner, and we found that in ValidSign. ValidSign is very involved in our rollout process and supports us with tailored consultancy," says van Asperen. The organisation has allocated more than 6 months for the rollout process so that the digital signature gradually lands within the organisation. They are first deploying the digital signature to digitalise the entire appointment process. More than 1,000 employees receive their employment contract for signing via ValidSign. This action serves as a test for both the end users and the signatories within the organisation. Both parties are enthusiastic about the user-friendly solution that they could work with immediately after delivery.
ValidSign in the future
The organisation is therefore still in the early phase of digital signing. Van Asperen: "Currently, more than 350 contracts per month are signed digitally. The HR employees sign slightly more than 150 contracts per month. This will only increase as ValidSign’s digital signature solution creates the well-known snowball effect. Especially now that working from home has become the new normal."
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