Digitally Transforming a Paper-Based Certification Process

Challenge

A children's community hospital operated a paper-based certification program designed to keep local schools heart-safe. Paper forms caused delays and required information to be manually entered into the hospital's Salesforce system. Multiple forms created data inaccuracy issues, and the certification process required two program coordinators to personally visit schools — creating an unsustainable workload as the program grew.

Solution

Engineering Square built a platform using Formstack integrated with Salesforce that replaced paper forms with accessible, user-friendly, web-based forms. The solution included e-signing capabilities for consent capture, full integration with Salesforce for instant data accessibility, automated expiration alerts for recertification reminders, and configured reporting to identify expiring certifications and trigger automatic follow-up workflows.

Results

• Eliminated paper-based delays with instant web-form submissions
• Achieved real-time data accuracy through direct Salesforce integration
• Automated recertification tracking with expiration alerts and follow-up workflows
• Reduced coordinator workload by removing the need for in-person school visits

Technologies