38K
650K
340K
30X
$8.5M
non-employee personnel onboarded each year with Rival Workflow
automated tasks
per year
administrative hours
saved
return on investment
cost savings
BACKGROUND
Cleveland Clinic is a nonprofit academic medical center with 23 hospitals and 276 outpatient facilities in locations around the globe.
In addition to its own staff of 70,000 employees, Cleveland Clinic works with nearly 40,000 “non-employees” each year to achieve their vision of caring for life, advancing health through research, and educating those who serve. These non-employee personnel range from contractors and visiting researchers to students and volunteers that visit Cleveland Clinic locations on a daily basis, in addition to those who work with the organization remotely.
23 hospitals and 276 outpatient facilities around the globe.
THE CHALLENGE
Cleveland Clinic’s global network of facilities relies on a complex onboarding process to quickly and accurately integrate non-employee staff while ensuring compliance with healthcare regulations. This process includes background checks, vaccination records, training modules, and access to both digital networks and physical facilities. Each step must be completed in sequence, with some tasks online and others requiring in-person action. Transparency and compliance are vital, as medical facilities undergo regular audits by regulatory bodies.
Despite the complexity and importance of these tasks, this intricate process was manually managed by a small Security Administrative Services team using spreadsheets and file folders—an inefficient setup that was prone to delays, errors, and limited scalability.
"We don't allow anyone on property without being processed through and they have to pass a background check."
– Melissa Blevins, Department Manager, SAS, Cleveland Clinic
THE SOLUTION
Cleveland Clinic implemented Rival Workflow to streamline onboarding.
Automation at Scale: By digitizing and automating critical onboarding forms and processes, Cleveland Clinic eliminates manual tasks and administrative bottlenecks, ensuring non-employee personnel are ready to contribute on day 1 while saving significant operational time.
Connection Across Departments: Rival Workflow helps Cleveland Clinic integrate cross-departmental onboarding tasks, uniting internal teams and external contributors, and clearing non-employee staff for onsite work with zero disruptions.
Compliance Through Standardization: By standardizing form fields, maintaining data accuracy, and simplifying reporting, Cleveland Clinic uses Rival Workflow to ensure audit readiness and informational integrity.
Managing Student Rotations
As a leading learning institution, Cleveland Clinic manages student rotations on a grand scale, including up to 6,000 students per semester in the nursing program alone! Rival Workflow reduces the complexity of bringing these students into the facility cleared, compliant, and ready to learn with bulk upload capabilities that eliminate hours of manual data entry and allow for the simultaneous launch of thousands of onboarding events. Students appreciate the clarity and ease of completion, helping Cleveland Clinic to maintain its standards of excellence as a premier academic institution.
Badging & Preferred Name
Cleveland Clinic uses Rival Workflow to simplify the access and badging process for non-employee staff, where expiration dates are tied to factors like student graduation date or contractor completion timelines. Previously requiring 15-20 steps to update, Rival reduces this process to 3-5 steps. Processing 200-300 badges daily, the Security Administrative Services team saves significant time, freeing up capacity to focus on higher impact initiatives.
Additionally, Cleveland Clinic incorporated preferred names into the onboarding workflow, ensuring that badges reflect individual’s chosen identifiers, a meaningful enhancement to the non-employee staff experience.
Background Checks, Vaccinations, and Testing
Cleveland Clinic follows stringent protocols for onsite personnel, including background checks, vaccination requirements, and disease testing, which can vary from location to location, depending on the facility’s location and services provided. Rival Workflow simplifies the tracking of these critical clearing steps, ensuring all requirements are completed and verified before granting onsite access. By automating this process, the clinic ensures safety, compliance, and readiness without heavy administrative burden.
Protocols
Badging
Scalability
THE BENEFIT
Since 2012 Cleveland Clinic has trusted Rival as a partner in managing the complexities of a world-class healthcare institution. As this partnership has grown, so has Rival’s ability to address Cleveland Clinic’s evolving needs with precision and care.
"I feel that Rival understands the Cleveland Clinic. They understand that obviously we need this system in order for us to be an up and running hospital within the United States. Things happen quickly when they need to."
– Melissa Blevins, Department Manager, SAS, Cleveland Clinic
Are You Ready?
Rival will help you take the hard work out of workflow.
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Time Savings for Contractors and Students
Improved Workflow Efficiency and Audit Readiness
Data Accuracy and Standardization
Enhanced Student Onboarding
Scalability and Adaptability
Centralized Compliance Management
Time Savings for Contractors and Students
Bulk upload functionality significantly reduces manual data entry time for background checks, TB tests, reviews, and badge expiration tracking.
For academic institutions managing 5000-6000 nursing students per semester, bulk uploads enable simultaneous processing of multiple events, saving hours of manual effort.
Improved Workflow Efficiency and Audit Readiness
CIME students report enhanced tracking and ease of compliance through automated workflows.
The system ensures readiness for audits, eliminating last-minute scrambling.
Data Accuracy and Standardization
Integration with Active Directory eliminates inconsistencies caused by free-text entries across thousands of departments.
Standardized input fields allow for accurate and consistent reporting, reducing administrative burden.
Enhanced Student Onboarding Compliance
Rival assists in ensuring students meet rotation requirements for programs such as Wound Care.
Continuous system updates keep compliance requirements current and manageable.
Scalability and Adaptability
The system can be easily updated to accommodate newly acquired hospitals with unique onboarding needs.
Institution-specific requirements, such as pediatric hospital fingerprinting, can be seamlessly integrated.
Centralized Compliance Management
Rival serves as a single platform to track and manage compliance across multiple departments and institutions.
The streamlined process helps ensure regulatory requirements are consistently met across all entities.
THE RESULTS