Human Resources
Online On Boarding System
New Hire Onboarding System
 We began piloting Greentree Onboarding to new hires at RRMC
as of January 1, 2012.
 Effective April 2, 2012, the system will be rolled out to SMH,
FPG and NPH.
 The onboarding system allows us to begin processing incoming
new hires before day one.
New Hire Onboarding System
 The process can begin as soon as a hiring offer is accepted.
 Managers should immediately submit the TRF with all the
information to Afernando@mednet.ucla.edu and your EDB
representative.

Please include new hire’s email address

Let your new hire know to look for an email from Greentree
Communication with the subject line of “Welcome to UCLA Health
System” within the next 24 hours
 Incoming new hire will receive an introductory welcoming email
with the onboarding link.
New Hire Onboarding System
New hire is asked to do the following:

Step 1: Schedule New Hire Processing appointment

Link is available on the online letter with dates

Managers may also schedule this appointment by using the HR
website at http://hr.uclahealth.org/body.cfm?id=211
New Hire Onboarding System
New hire is asked to do the following:
 Step 2: Schedule an appointment with Occupational health
Facility


All required information is included
Step 3: Click “Start” button to begin all forms
New Hire Onboarding System
 Data entered once will pre-populate subsequent forms.
 Your New Hire has opportunities to ask questions during the process
through built-in messaging.
 Your HR Representative is able to monitor New Hire activity at any
time during the process and assist when necessary.
Advantages
Process much more efficient
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•
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No paper packet in the mail
No more printing
New Hire session time reduced by 1-1.5 hours
Face-to-face meeting focuses on CICARE, benefits & policies and
explaining forms
Employee only signs the following forms during face-to-face session

Confidentiality Statement, I-9 and Oath and Patent
Acknowledgement.
Forms are stored electronically and can be accessed when
needed.
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DO’s

Work with your Recruiter once you have identified your candidate to ensure
all steps are completed. -- job req closed, skills survey/reference check
completed, salary confirmed, etc.

Notify us about your new hire/rehire by e-mailing the completed EDB TRF to
your HR Rep (EDB Preparer), Anjali Fernando amfernando@mednet.ucla.edu
and Brenda Carew bcarew@mednet.ucla.edu

Delete all old versions of the EDB TRF form.


The new version requires important information about the employee that
will allow us to proceed with the new hire process.
It is available in the HR website under Forms; select EDB Forms
DO’s

Remind your employees that they must complete all forms online before
attending the new hire session.

If they do not have computer access, please let us know ahead of time so we can
mail them a packet.