Success Story – Fastest Growing Healthcare Provider Streamlines and Automates Access Control Card, Visitor, and Employee ID Card Management

Industry : Healthcare

Challenges BTI Overcame with Automation:

Tedious Repetitive Data Entry for Employee Onboarding and Offboarding – Badge Creation, Access Settings, and Reporting Ties Up Multiple Employees
Disabling and Replacing Badges Requires Full-Time Staff 24/7
Timely Building and Door Access Changes Require Full-Time Staff 24/7
Human Error Leads to Security Incidents and Provider, Nurse, and Employee Dissatisfaction
Low Job Satisfaction for Access Control Administrators, Security, and Managers Who Have to Be on Call 24/7

Result : Healthcare organizations automated these processes freeing five full-time staff to focus on more important and interesting roles in HR, security, and compliance.

One of BTI’s clients is the fastest-growing healthcare provider in the United States. With more than 150 weekly hires, they faced the challenge of not only hiring and registering these new employees but also providing dedicated training before deploying them to one of their 50 remote clinical locations where they would begin their onsite work serving patients and providers.

When we partnered with this customer, we discovered they were facing a common challenge among multiple industries. Their organization relied on manual processes for managing employee credentials, setting work schedules, and handling role changes for over 3,000 employees as they progressed in their careers.

Their management team oversaw the administration of more than a dozen systems, including payroll, HR, and IT systems. While some systems had automation and integration capabilities, others did not. At that time, managers had to manage each site individually and enroll each employee badge one by one.

This manual process led to a yearly spending of $300,000 just for access control user management. The incidence of human error and the number and variation of complaints from employees, providers, site safety managers, HR, legal, pharmacy, and other departments were horrific. The access control technology was pervasive throughout the organization, but the ability to service it and use it was poorly designed.

The Challenge

The primary challenge was implementing an enterprise door access control system that integrated with their existing employee database and automated the tedious but mission-critical tasks they were doing manually:

Automatically update access permissions for new hires, leaves of absence, and terminations without manual intervention.
Ensure access restrictions to sensitive areas until new employees complete their required training.
Maintain compliance with industry regulations regarding access control and monitoring.
Transition smoothly between two different HR system providers without service disruptions or increased risk.

With about 150 new employees entering training weekly, the organization needed to control access based on training status, tracking which individuals had earned facility access and ensuring that only fully trained employees could enter restricted areas. Previously, this manual process was time-consuming, error-prone, and costly.

The Solution

BTI stepped in to provide a robust integration that connected the organization’s HR system with the Kantech Entrapass Access Control solution BTI sold and installed throughout their enterprise. In addition to world-class installation and configuration of over 1,000 doors, BTI automated access badge creation and management to ensure security, safety, HR, employee, and provider satisfaction with the access control system.

Here’s how we did it:

Real-Time Badge Creation for New Hires

When a new employee is added to the HR system, a corresponding record is automatically created in Kantech, generating an access badge instantly. This eliminated the need for manual data entry, reducing onboarding time and data entry errors.

Automatic Badge Deactivation for Leaves of Absence

When an employee goes on leave or their role changes in the HR system, their badge is automatically updated or deactivated in Kantech. When the status changes again, the integration seamlessly updates their badge.

Secure Offboarding

If an employee is terminated or resigns, their record in the HR system triggers the immediate deactivation of their Kantech badge, ensuring real-time security updates. The historical data remains stored for future reference if needed, enhancing compliance and security.

How BTI Made It Happen

A key highlight of BTI’s solution was its ability to maintain the same seamless integration, even as the organization switched from one HR supplier to another. This ensured that security operations continued without disruption, demonstrating the flexibility and reliability of BTI’s integration services.

The Results: Enhanced Efficiency and Security

With BTI’s integration in place, the organization benefited from:

Faster, Error-Free Onboarding

New hires received their access badges instantly, reducing downtime and improving productivity from day one.

Enhanced Security

Automated deactivation and reactivation of badges ensured that only active employees had access, reducing security risks and limiting access to sensitive and restricted areas while enhancing compliance.

Operational Efficiency

HR and security teams saved significant time by eliminating manual data entry and updates, freeing up resources for other priorities. Just from this upgrade, the management team freed up 4 members, allowing them to concentrate on profitable tasks.

Future-proofing

The integration continued to function smoothly across multiple HR platforms, providing peace of mind as the organization adapted to new systems.

Significant Savings

Since implementation, this access control solution has yielded $300,000 dollars in annual savings each year for the last ten years – and the system is still going strong today without recurring licensing costs. In addition, the system eliminated human error, improved regulatory compliance, and led to higher patient, employee, and provider satisfaction by eliminating system and employee errors.

How BTI Services Can Benefit Your Business

BTI specializes in delivering custom software integration solutions that improve the connectivity between your critical systems, whether for HR, access control, or other business operations. Our services include:

Tailored Integration Solutions

We customize each project to meet your specific business needs and challenges, ensuring a perfect fit.

Cross-Platform Compatibility

Whether switching suppliers or working with multiple systems, BTI ensures seamless transitions and reliable performance.

Automation for Greater Efficiency

By automating key processes, we help businesses reduce manual errors and improve both productivity and security.

Why Partner with BTI?

At BTI, we’re more than just a service provider—we’re a strategic partner. We don’t just build software; we create solutions that solve real business problems, scale with your needs, and provide lasting value. This success story demonstrates how BTI can transform complex operational challenges into smooth, automated processes, allowing businesses to focus on growth and success.