Ohmatdyt is Ukraine’s largest national children’s hospital. With a multidisciplinary structure, it delivers specialized medical care and employs more than 4,000 staff. As a flagship institution in Ukraine’s healthcare system, Ohmatdyt sought to lead by example in digital transformation.
Ohmatdyt Transforms HR Operations and Cuts Admin Time With Nectain
Nectain helped Ukraine’s largest pediatric hospital eliminate paperwork, automate HR workflows, and connect 4,000+ employees in a unified digital system.
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Industry
Healthcare
Company size
>1000 employees
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About the Hospital
The Challenge
Ohmatdyt’s HR and accounting departments operated in disconnected, outdated systems. Key challenges included:
- High admin load: Only five HR staff managed thousands of personnel records, including up to 100 vacation requests daily—all manually.
- Paper-based chaos: Most documentation was handled in physical form—leading to slow approvals, lack of version control, duplication, and missed deadlines.
- Unstructured workflows: HR processes like staffing orders and payroll decisions required multiple departments but lacked a centralized workflow.
- No single source of truth: Information had to be re-entered across systems, wasting time and increasing error risk.
With an ambitious goal to modernize operations, Ohmatdyt needed a full-stack solution that could digitize processes and connect all departments in a unified ecosystem.
Nectain’s Task
Nectain was brought in to deliver a scalable digital transformation of Ohmatdyt’s HR and document management system. The objectives were:
Automate end-to-end workflows for HR orders, vacations, tariffing, and payroll
Implement a fully electronic document management system across all departments
Integrate planning, finance, and HR departments under one platform
Customize for healthcare-specific use cases including medical staff qualification tracking and Ministry of Health reporting
Solution Details
STEP 01 Electronic Document Management
- Automated all document types: incoming/outgoing correspondence, orders, memos, internal directives, vacation requests, and working group protocols
- Enabled secure, role-based routing and digital signatures (KEP) for faster approvals
- Created smart document histories with audit trails, deadlines, and reminders
STEP 02 End-to-End HR Automation
- HR staff can now generate vacation requests with a single click—Nectain proposes optimal dates and auto-generates the required paperwork
- Integrated staffing and planning workflows between HR and the financial department
- Implemented digital tariffing: manages staff loads, roles, and automatic payroll calculations for doctors and nurses
- Developed MOH-compliant reporting modules with real-time data
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STEP 03 Healthcare-Specific Customization
- Tracks certifications, attestation, and specializations for all medical personnel
- Supports centralized reporting for regulatory compliance
Project Highlights
Instant Access to Records & Faster HR
4,000+ employee records now online, boosting remote teamwork and faster responses.
Built-In Healthcare Compliance
Custom workflows ensure Health Ministry compliance with auto-tariffing and staff tracking.
Seamless Cross-Department Collaboration
HR, finance, and planning departments now operate in a connected environment, eliminating data silos and duplicative work.
Results
Faster, Better Decisions
Approvals that used to take days now happen in minutes, with automated routing, validation, and tracking.
Increased Staff Satisfaction
Less paperwork and faster vacation approval processes contributed to greater employee happiness and retention.
Transparency and Compliance
The hospital now operates with full visibility into HR operations, clear audit trails, and regulatory-compliant reporting.
Scalable Infrastructure
Nectain’s architecture allows Ohmatdyt to scale, onboard new departments quickly, and maintain centralized data control.
Step into the future
of intuitive document management
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