How an Award-Winning NHS Diagnostics Provider Streamlined HR, Recruitment, and Compliance with People Inc.

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CASESTUDY

From spreadsheets and manual tracking to a single HR system:

How an award-winning NHS diagnostics provider implemented People Inc. HR + Employee Self Service + Web Recruitment to reduce admin, strengthen compliance, and support a clinic-based workforce — all delivered with PeopleFirstHR.

Delivered by PeopleFirstHR — UK HR software implementation specialists

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Results at a glance

Centralised HR, recruitment, and training records in one secure system

Reduced admin through Employee Self Service (holiday booking, personal details, training visibility)

Automated applicant capture from the company website into the recruitment module

Added bespoke tracking for clinics, consultant work locations (current + historical), DBS, and Right to Work

Improved oversight of training and continuing professional development (CPD) to support clinical governance standards

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BACKGROUND

Client snapshot

Organisation: Award-winning NHS diagnostic services provider

Coverage: Multiple clinics across England

Patient volume: ~10,000 patients per month

Team size: 60 employees

Workforce profile: Clinic-based consultants + central HR administration

Primary aim: Reduce HR admin and improve control over compliance and workforce data

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THE CHALLENGE

Managing a multi-clinic workforce without a central HR system

This organisation supports the NHS by delivering cardiology and general ultrasound diagnostic services across a large network of clinics in England. With approximately 10,000 patients seen each month, operational reliability and governance are non-negotiable.

As the organisation grew, HR admin became harder to manage without a single system that could handle:

• Day-to-day HR (employee records, holidays, self-service)
• Recruitment administration — particularly capturing website applications automatically
• Compliance-driven records that must be accurate, auditable, and easy to report on

In addition to core HR requirements, the client had a set of very specific operational needs driven by their clinic-based delivery model:

• Maintain a searchable database of the clinics they operate from
• Track which clinic each consultant is based at — both currently and historically
• Record and track DBS details
• Record and track Right to Work information
• Manage ongoing training needs and continuing education to meet clinical governance standards

They needed a solution that could handle standard HR efficiently, but also adapt to their specialist operational tracking requirements.

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THE SOLUTION

Implement People Inc. HR with Employee Self Service and Web Recruitment

PeopleFirstHR implemented:

• People Inc. HR (core HR system)
• Employee Self Service (holiday booking, employee data updates, visibility of key records)
• Web Recruitment (to streamline candidate handling and reduce admin)

This created a single HR platform to manage HR, training, and recruitment securely in one place — while also giving employees access to manage routine tasks without relying on HR.

Employee Self Service: reducing admin and improving transparency

With Self Service in place, employees could:

• Book holidays
• Update contact details
• View personal information and key records
• Access training records and CPD points (where recorded within the system)

This reduced day-to-day HR queries and improved visibility across the workforce — especially helpful for clinic-based staff.

Meeting specialist requirements with Screen Designer and Report Writer

Most of the client’s needs were supported by standard People Inc. functionality. Where the requirements were more specific, PeopleFirstHR used built-in People Inc. tools to configure additional capability quickly.

Using the Screen Designer module, we created bespoke screens to capture and track specialist operational data.

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IMPLEMENTATION

Fast configuration, tailored screens, and reporting-ready data

1) Clinic database (custom screen)

A new screen was created to record every clinic the organisation operates from, including:

• Clinic name
• Address details
• Status (to hide clinics no longer in use while keeping full history)

This ensured clinic information could be used reliably in:

• HR reporting
• Audits
• Mail merges (e.g., contracts of employment and other documentation)

2) Consultant place of work tracking (current + historical)

A second screen was added under the main employee record to track:

• Which clinic each consultant is based at
• A complete history of previous clinic placements and dates

This provided a simple, structured way to answer operational and governance questions such as:

• “Where was this consultant based at a given time?”
• “Which clinic teams were active during a specific period?”

3) Compliance tracking: DBS + Right to Work

Additional screens were created to record:

• DBS history (including renewals/changes over time)
• Right to Work information for overseas employees

These additions were deliberately straightforward to use, but created a more reliable compliance process than spreadsheet-based tracking.

4) Reporting that matched real operational needs

Using the built-in Report Writer, PeopleFirstHR also developed reports to allow the client to pull meaningful outputs from these new screens — turning the captured data into something that could be acted on.

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IMPACT

Less admin, stronger governance, and everything in one secure place

By implementing People Inc. HR plus targeted custom configuration, the organisation achieved a much more streamlined way of managing HR across a geographically distributed service.

Key improvements included:

• Reduced admin time, especially around holiday booking and applicant handling
• Improved control over clinic-based workforce data
• Clearer compliance tracking for DBS and Right to Work
• Better oversight of training requirements and course expiries to support clinical governance
• A more joined-up HR process without relying on multiple spreadsheets or disconnected systems

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Key benefits delivered

• Met specific requirements that other systems could not achieve
• Removed the need for maintaining multiple spreadsheets
• Improved training oversight and expiry tracking for clinical governance standards
• Reduced admin workload (applicants + holidays were key wins)
• Improved tracking of company equipment assigned to employees (useful for clinic-based staff)
• Increased inclusion of clinic-based workers through Self Service access
• Better visibility and transparency for employees via self-service
• Reduced recruitment costs by lowering reliance on recruitment agencies
• Improved productivity and reduced absence through clearer holiday/absence visibility
• Strengthened GDPR posture by keeping everything secure in one system
• Low cost of ownership with a simple annual maintenance model

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Why People Inc. HR works well for NHS-linked diagnostic providers

For organisations delivering services across multiple clinics, HR is rarely “just HR”. The ability to track where people work, what compliance status they hold, and what training they’ve completed becomes operational infrastructure.

People Inc. provides:

• A strong core HR foundation
• Employee Self Service to reduce admin
• Recruitment tools to streamline hiring
• The flexibility to build clinic and compliance tracking without expensive custom development

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Ready to reduce HR admin and improve compliance visibility?

If your organisation needs to manage a clinic-based workforce, track training and compliance, and reduce admin without overcomplicating HR, PeopleFirstHR can help.

Talk to PeopleFirstHR today about implementing People Inc. HR for your organisation.

☎ 0330 223 6180	✉ enquiries@peoplefirsthr.co.uk

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FAQ’s

Can People Inc. track multiple clinic locations and staff assignments?

Yes. People Inc. can be configured to maintain a clinic database and track where staff are based — including historical changes — so you can report on placements over time.

Can you track DBS and Right to Work information in People Inc.?

Yes. We can set up simple, structured screens to record DBS history and Right to Work information, making governance and audit reporting significantly easier.

Can website job applications be captured automatically into the HR system?

Yes. With the Web Recruitment module, applications submitted via your website can be routed directly into the recruitment workflow to reduce manual rekeying and admin.

Can People Inc. support training tracking for clinical governance?

Yes. People Inc. supports training and development tracking, including ongoing training needs and expiry monitoring, which is useful for governance-driven environments.