The Radboud University Medical Center is an academic hospital in Nijmegen that is part of the Dutch Federation of University Medical Centres. More than 3,000 students from Radboud University are trained in medicine, nursing and biomedical sciences here. In addition, Radboudumc had 1065 beds and more than 10,000 employees in 2019. As a result of the corona crisis, the number of beds and staff has increased this year. In order to be of the best possible service to patients, a clear digitisation has taken place within the organisation. The university medical centre in Nijmegen is now working more digitally than ever before.

Shortened lead time of contracts

After conducting a market research, Radboudumc tendered to choose the right platform for digital signing. ValidSign won the tender at the end of January 2020. The primary reason for digital signing was to shorten the lead time of (labor) contracts. The signing process previously looked like this: the contract was printed, placed on the desk of the internal signer for a signature, after signing, the document was sent by post to the external signer and received back by post after signing. ValidSign eliminates both printing and mail shipping.

Marty van Asperen, project leader at Radboudumc: “The purchasing department signs about 250 documents per month. It could take several weeks for the signing process to be completed. For example, when an account manager closes a deal, he or she fails to complete the agreement immediately because he or she is not fully signed and managers first have to sign it for approval. ValidSign allows you to select multiple signers and set a sign order so that the required signatures can be in a few mouse clicks.”

Sparring partner

Radboudumc has brought in the ValidSign’s solution to ultimately deploy it organisation-wide. Short lines and close cooperation 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 it in ValidSign. ValidSign is very involved in our roll-out process and supports us with tailor-made consultancy,” says van Asperen. The organization has allocated more than 6 months for the roll-out process so that the digital signature gradually lands within the organization. She uses the digital signature first to digitize the entire hiring process. More than 1000 employees receive their employment contract to sign through ValidSign. This action works both as a test for the end users and for the signers within the organization. both parties are enthusiastic about the user-friendly solution that allowed them to use it immediately after the delivery.

ValidSign in the future

The organisation is therefore still in its early stages when it comes to digital signing. Van Asperen: “At the moment, more than 350 contracts per month are signed digitally. HR employees sign just over 150 contracts every 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. “