Where Does a Multi-Branch Hospital Keep Its HR Records?
At Medicheck Hospitals, the honest answer was in several places at once. That scattered database is where this story starts.
Each branch held its own records. Attendance, leave, and salary inputs had to be collected from every location before anyone could see the whole picture. With no unified system, a simple question such as "How many people work across our branches today?" took manual effort to answer.
Who Is Medicheck Hospitals?
Medicheck Hospitals is a hospital organisation having 600 employees on TankhaPay at various branches. Employees of hospitals are shift workers, and each branch needs the correct personnel available. In a hospital, HR records are tied directly to service delivery. That makes attendance, shifts, and leave records the business cannot afford to get wrong.
Why Do Scattered Records and Manual Payroll Fail Across Branches?
As each branch maintains its version of the truth, someone has to bridge them by hand. The more the number of branches, the more bridging work for the HR department.
These were four gaps arising out of such a structure:
| Gap | What it meant at Medicheck Hospitals |
|---|---|
| Employee data | Records held separately by branch, with no single database |
| Attendance and shifts | No common method or view across branches |
| Payroll | Prepared manually from inputs collected branch by branch |
| Hiring | No central system to receive and track applications |
Each gap added follow-up work for the HR team. Time went into collecting and reconciling data, not using it.
How Does One Employee Database Replace Branch-Level Records?
TankhaPay holds every employee in one database, organised by organisational unit. Each branch and department sits inside the same system, under the same structure.
Employee onboarding captures each hire once, and that record carries through attendance, leave, shifts and payroll. User management controls who at each branch can see or change what.
Reports and analytics then work across the whole organisation, or one branch at a time, from the same data.
How Does Biometric Attendance Feed Shifts, Leave and Payroll?
Biometric punches flow into the same system that manages shifts and leave. Attendance is captured once, and the rest of the process reads from it.
Biometric devices at the branches record each employee's punch. Shift management ties that punch to the assigned shift, and approved leave is reflected in the same record.
Payroll then runs from this attendance, shift, and leave data. HR no longer collects separate inputs from each branch before a cycle can begin.
Each department was responsible for their own paperwork, and payroll preparation entailed manually gathering all of it. Nowadays, attendance, leaves, shifts, and salaries are maintained in one system, with HR also using it.
What Did TankhaPay Customise for Medicheck's Hiring?
TankhaPay built public applications and a form builder into the ATS, so hiring runs through the same system as HR. An ATS is an applicant tracking system, the tool that receives and manages job applications.
Public applications let candidates apply directly to open roles through an application page. Their details land in the ATS without HR re-entering them.
The form builder lets Medicheck create custom forms for the job application. Different roles can collect different details, without a new form being built outside the system each time.
What Changed for Medicheck Hospitals After Moving to TankhaPay?
HR moved from scattered branch records and manual payroll to one unified system. The table sets the before against the after.
The main gain is not speed. Every figure now has a single source, so questions about attendance, leave or pay can be answered from the system.
Multi-branch HR fails in case each branch maintains its own database. Medicheck did not require additional software packages. It required only one database for use by hiring, attendance, and payroll departments.
What Should a Multi-Branch Hospital Ask Before Choosing an HRMS?
Ask whether every branch works from one employee database. If branches keep separate records, the manual joining work returns.
Four questions are worth asking in any demo:
- Can you view all branches at once and dig into one? The system which requires different login credentials for every branch has not resolved the problem of disparate databases.
- Is there any use of biometrics in the calculation of shifts and payroll? Even though the punching data is exported, the manual process still exists.
- Can I set up access based on branches and roles? The hospitals require that HR employees for each branch have access to their employees only.
- Does hiring sit in the same system? A separate recruitment tool brings back a second database to reconcile.
Who is TankhaPay?
TankhaPay is an HR, payroll and compliance platform built by AKAL Information Systems Ltd., which has operated since 2000 and is CMMI Level 5 appraised and ISO 9001, 20000, 27001 and 14001 certified. It runs HRMS, attendance, payroll and Employer of Record services across all 28 Indian states.
