Hassle-Free Medical Checkups with UiPath Automation

At Craftware, we used UiPath’s automation platform to help improve how a multinational tech company handled its mandatory medical checkups for employees. By integrating Google Maps and ServiceNow into the solution, we created a seamless, efficient process that eliminated manual tasks, reduced administrative burden, and ensured that employees were automatically referred to their nearest medical facility.

Who is our client?

Our client, a global leader in technology, employs thousands of people across multiple locations. Like many large organizations, they must ensure that all employees complete periodic occupational health examinations. With a dispersed workforce, managing these checkups manually had become a significant operational challenge.

What was the challenge?

Managing periodic medical checkups for thousands of employees was a manual and time-consuming process for the company. The administrative team had to handle employee referrals through the medical services provider’s portal, manually match employees with nearby medical facilities, and oversee the entire process.

Our client required an efficient, automated solution to streamline this process. The objective was clear: eliminate manual tasks, ensure employees could be referred to the nearest medical facility without any delays, and maintain comprehensive tracking for compliance purposes.

Craftware was engaged to tackle this challenge, and we quickly identified Robotic Process Automation (RPA) as the ideal solution. Our goal was to automate the scheduling of mandatory checkups, assign employees to the proper medical facilities based on their locations, and make the HR’s process smooth and transparent.

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Implemented Solution

We built the solution using UiPath, a platform we trust for its versatility and ease of integration. The first step was to map out the workflow: identify the employee’s location, find the nearest medical facility, and schedule the appointment – all while providing full visibility and control to the HR team.

We created a system that automatically matched each employee’s current domicile address with the closest medical facility by integrating Google Maps via a web interface. Here’s how it worked:

We pulled employee location data directly from the company’s internal database and matched each address to nearby healthcare providers using Google Maps.
The system automatically filled in the required forms on a selected medical provider’s website, completing the entire scheduling process without human intervention.
Employees received notifications with the time and location of their medical checkups, eliminating the need for them to manage appointments themselves.

But we didn’t stop there. To provide complete visibility, we integrated the solution with ServiceNow, that generated a ticket for each employee undergoing the checkup process. This allowed HR to track every stage of the employee’s medical checkup journey – from the initial referral to the final completion – and to efficiently handle any exceptions or rescheduling requests.

Technology Used

UiPath Platform
Google Maps (via a web interface)
ServiceNow for ticket creation and tracking

Benefits

Streamlined Operations

The administrative team no longer needed to manually input data or search for medical facilities, freeing them to focus on more strategic work.
Time Savings for Employees

Employees no longer spent time scheduling appointments or figuring out logistics. The system handled it all, assigning each employee to the most convenient medical facility based on their location.
Cost-Effective

By using a web interface to access Google Maps data, we avoided the additional cost of an API integration, making the solution more cost-efficient and scalable.
End-to-End Visibility

With ServiceNow tracking each employee’s progress, the HR team had complete oversight of the entire medical checkup process, ensuring compliance and smooth handling of any issues.

Strong Points

One of the standout features of this solution was its simplicity. By leveraging UiPath’s robust automation capabilities and Google Maps’ intuitive location data, we developed a powerful yet easy-to-maintain system. The integration with ServiceNow ensured that the entire process was visible and manageable, providing peace of mind for the HR department and supporting compliance with occupational health regulations.

Thanks to automation, the company’s HR team is no longer burdened by the administrative load of scheduling thousands of employee health assessments. Instead, the process runs smoothly in the background, with complete visibility and control. Employees benefit from a hassle-free experience, and the company has saved significant time and resources.

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