Introduction
Location: UK, Ernakulam
360 Medicare is a UK-based recruitment and consultancy agency operating worldwide, specializing in placing nurses, doctors, care workers, and allied health professionals in temporary, permanent, and locum positions within the NHS and private sectors. With a people-oriented approach, the agency provides a high-caliber, bespoke service tailored to the needs of both clients and candidates.
Website : https://www.360medicare.co.uk/
Customer Story
How 360 Medicare Transformed their entire process ow of consultancy services
using Zoho One?
360 Medicare transformed its entire process ow of consultancy services by
implementing Zoho One, which provided an integrated solution to streamline operations across various departments. By leveraging tools like Zoho CRM, Zoho Recruit, and Zoho Forms, the agency automated routine tasks such as candidate tracking, document management, and client interactions. This integration facilitated seamless communication between departments, reducing manual workloads and minimizing errors. The centralized system enhanced recruitment eciency and improved client relationship management, allowing for better tracking of interactions and feedback. With real-time reporting through Zoho Analytics, 360 Medicare gained valuable insights for data-driven decision-making, ultimately boosting productivity and optimizing operational costs. This comprehensive approach ensured that the agency could meet the evolving demands of the healthcare recruitment sector while maintaining a high standard of service delivery.
Problem statement and key Challenges
360 Medicare faced signicant operational ineciencies due to fragmented processes
and manual workows across its various departments, including Study Abroad,
Academy, Recruitment, Documentation, Client Relations, and Registrations. This
disjointed system hindered effective communication and collaboration, resulting in
delays and misunderstandings. Manual handling of tasks such as candidate tracking
and documentation increased the likelihood of errors and consumed valuable time.
Limited visibility into operations made it dicult to monitor performance and make
informed decisions. Additionally, outdated recruitment methods slowed down the hiring process, while cumbersome documentation management posed challenges in
maintaining accurate records and compliance. The lack of effective tools for tracking
client interactions negatively impacted relationship-building and service delivery. These challenges necessitated a robust solution that could integrate and automate their processes, leading 360 Medicare to seek a comprehensive system like Zoho One.
Evaluation of the problem
Techtron evaluated 360 Medicare's operational challenges through a comprehensive
assessment process that included discussions with key stakeholders, workow analysis
to identify ineciencies, and comparisons against industry best practices. Collaborative
workshops with staff gathered diverse feedback, allowing Techtron to prioritize key
challenges based on their impact. This thorough evaluation ultimately led to the
recommendation of implementing Zoho One to enhance eciency, automate workows,
and improve overall performance.
Proposed Solution(s)
Techtron proposed a set of integrated solutions to address 360 Medicare's operational challenges. For lead management and sales activities, we've recommended using Zoho CRM, which streamlines client interactions and enhances relationship management. To improve recruitment processes, Zoho Recruit was suggested, enabling ecient tracking of candidates and automating various recruitment tasks. Additionally, Zoho Forms would facilitate the collection and management of essential documents, ensuring that all necessary information is gathered systematically and reducing the risk of errors.
Together, these solutions would create a cohesive system that enhances productivity and simplies workows across the organization.
Implementation
In the Study Abroad service, there is a provision to associate leads with universities and programs. Academic history and work details can be entered. The system allows for adding notes, attachments, and creating emails, tasks, meetings, and calls (including logging and scheduling calls) across all modules. Task owners can view their allocated tasks and mark them as completed or set them to any appropriate status when done. A pop-up notication will appear on the screen as a reminder to call, including an option to mark the call status directly in the pop-up window. When a lead is converted to a deal, each stage in the pipeline of the deal can be updated, and payment collection details can be entered in the Deal module. Additionally, there is an option to collect documents from the deal using the email template feature. With Zoho Forms, documents can be gathered and automatically updated in the appropriate attachment elds in Zoho CRM. A dashboard has also been set up for Study Abroad using Zoho CRM Analytics.
In the Academy Service, there is a provision to update the process ow for nurturing
leads through follow-ups and providing demo classes using the Blueprint functionality of Zoho CRM. Demo class feedback can be collected using Zoho Forms integrated with Zoho CRM. The system allows for adding notes, attachments, and creating emails, tasks, meetings, and calls (including logging and scheduling) across all modules. Task owners can view their allocated tasks and mark them as completed or set them to any appropriate status when done. A pop-up notication will appear on the screen as a reminder to call, including an option to mark the call status directly in the pop-up window. When a lead is converted to a deal, each stage in the pipeline of the deal can be updated, and payment collection details can be entered in the Deal module. Additionally, there is an option to collect documents from the deal using the email template feature. With Zoho Forms, documents can be gathered and automatically updated in the appropriate attachment elds in Zoho CRM. A dashboard has also been set up for the Academy using Zoho CRM Analytics.
An application has been created for 360 Medicare focused on attendance management, batch allocation, and marks updates for language tests such as IELTS, OET, and German. Contacts from Zoho CRM will be synced to Zoho Creator using Button Action. This application will be managed by the tutors of the Academy. Each tutor will be able to view only their assigned students, mark attendance each day, and add both internal and main marks for language tests.
In the Recruitment Service, there is an option to choose recruitment countries, including the US, Canada, Germany, Ireland, the UK, Australia-New Zealand, and GCC. The system allows for adding notes, attachments, and creating emails, tasks, meetings, and calls (including logging and scheduling) across all modules. Task owners can view their allocated tasks and mark them as completed or set them to any appropriate status when done. A pop-up notication will appear on the screen as a reminder to call, including an option to mark the call status directly in the pop-up window. When a lead is converted to a deal, each stage of the deal can be updated; the stages will differ for each recruitment country, with a sales pipeline to update the process ow in the Deal module and enter payment collection details. Additionally, there is an option to collect documents from the deal using the email template feature. With Zoho Forms, documents can be gathered and automatically updated the appropriate attachment elds in Zoho CRM, with different types of documents collected based on the recruitment country. There is also an option to update licenses for GCC recruitment. A dashboard has been set up for recruitment using Zoho CRM Analytics.
Hospitals can be created in Zoho CRM, which will sync to Zoho Recruit, & there is an option to sync deals from Zoho CRM to Zoho Recruit as candidates. From Zoho
Recruit,candidates can be associated with job openings, and during the creation of
job openings, the corresponding hospital can also be associated.
In the International Nursing Board Registration Service, there is an option to choose a registration category: Allied Revenue Product Division (ARPD) or Nursing Board
Registration. Within ARPD, various registrations can be selected, including PCC, Good Standing, Foreign Verication, Flight Ticket, CBT, Exam Booking, HCPC Registration, and UK Naric. For Nursing Board Registration, options include NMC Registration, NMBI Registration, Australia Registration, New Zealand Registration, UK to Australia Pathway, and US and Canada Registration.
The system allows for adding notes, attachments, and creating emails, tasks, meetings,and calls (including logging and scheduling) across all modules. Task owners can view their allocated tasks and mark them as completed or set them to any appropriate status when done. A pop-up notication will appear on the screen as a reminder to call, with an option to mark the call status directly in the pop-up window.
When a lead is converted to a deal, the status of each registration process can be
updated in the appropriate elds, making it easy to segregate deals based on status.
There is also a provision to update payment collection in the relevant elds. Additionally, records can be searched across all modules based on different criteria. Many default reports are available, and specic reports have been created for 360 Medicare, including University-Deal reports and various Recruitment Reports. A dashboard has been set up for Registrations using Zoho CRM Analytics.
From the CEO's super-admin account, the CEO will get an overview of the sales process through the dashboard, which has been created using Zoho CRM Analytics.
Result
Within two months of implementation, 360 Medicare observed a signicant
improvement in their overall processes. The challenges faced before deploying Zoho
One were effectively addressed by the system. Zoho One users and their reporting
managers experienced a noticeable ease in operations, reecting the eciency and
effectiveness of the new solution.
Using Zoho One in a consultancy business centralizes consultancy management,
improving eciency and reducing errors. It enhances consultancy services and provides
detailed reporting for data-driven decision-making. The automation of tasks and
streamlined processes lead to signicant cost savings and increased productivity.
Overall, Zoho One delivers a strong ROI by boosting placement success and client
satisfaction while optimizing operational costs.
Submitted By: Techtron Global Services (P) Ltd.
For Queries, write to: info@techtronserv.com