Opportunity for Change
Providence welcomes 70,000 healthcare workers (caregivers) every year, each entering a highly regulated environment where readiness on Day 1 directly impacts patient care. Yet, onboarding was fragmented across 150+ documents, multiple systems, and inconsistent communication, driving delays, confusion, and first-month turnover costing the organization an estimated $4–$10 million annually.
We saw a mission-critical opportunity to modernize this experience, ensuring every new caregiver begins their journey with confidence.
Context
New caregivers often navigated multiple platforms, faced last-minute compliance surprises, and lacked a clear sense of where they stood in the onboarding process. Hiring managers struggled to track documentation, leading to missed start dates, reduced productivity, and a weak first impression of the organization.
These breakdowns had real consequences:
- Turnover within the first 30 days became a recurring risk
- There as loss in caregiver productivity and delayed patient support
- Delayed access to clinical systems resulted in potential revenue impact
- Disconnected experiences did not reflect Providence’s values
Providence needed a unified, integrated, mobile-first onboarding platform designed for humans, not workflows.
Our Approach
We launched a comprehensive digital solution that supports candidates, hiring managers, and executives through the new hires’ end-to-end onboarding journey.
Platform capabilities include:
- Mobile + Web unified experience for caregivers and hiring teams
- Automated reminders and task triggers to eliminate delays and prompt timely actions
- Transparent, clear self-service onboarding journey with guided steps
- Real-time dashboards for progress tracking and staffing decisions
- Multi-persona design enabling tailored access for HR, hiring managers, and care teams
- 80+ journey steps and tasks to ensure full Day-1 readiness
This transformed new hire onboarding into a consistent, predictable, and supportive entry into the Providence community.
Transformative Outcomes
| Outcome | Impact |
| Adoption | 85%+ candidate adoption across eligible new hires |
| Preboarding efficiency | Cycle time reduced 25%, from 28 days to 21 days |
| Onboarding acceleration | Cycle time reduced ~90% , from 30 days to just 3–5 days |
| Enterprise rollout | 100% implementation across all 18 regions |
| Experience depth | 80+ steps ensuring caregivers are fully prepared on Day 1 |
| Retention and offer protection | Reduction in offer withdrawals and early turnover (cost avoidance potential up to $20M) |
Impact in practice
Every caregiver deserves a confident first day.
The platform has enabled caregivers to step into their roles fully prepared, supported, and connected, strengthening retention and reinforcing Providence’s commitment to Health for a Better World. By transforming onboarding from a barrier into a catalyst, we are building a workforce that is ready to serve our patients from Day One.
