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SUMMARY.
Teaching hospitals demand perfect records, but imperfect processes were failing students and budgets alike.
When you’re running a prestigious healthcare college with a teaching hospital attached, there’s no room for
shortcuts in background screening. Our client has been shaping the next generation of healthcare professionals
since 1834, but their screening processes were stuck in the past. With over 9,000 employees and 3,000 new
hires annually, plus hundreds of students entering clinical rotations each semester, they needed a partner who understood that one missed conviction could derail a student’s entire career - or worse, put patients at risk.
The stakes couldn’t be higher. This institution generates a $3.2 billion economic impact and operates cutting-edge medical facilities where life-saving treatments happen daily. Yet their background check process was creating bottlenecks that delayed critical hires and left compliance gaps that kept administrators awake at night.
The Educational Emergency.
The perfect storm of compliance complexity, spiraling costs, and administrative chaos was threatening our client's mission.
Fee Frenzy!
New York State criminal fees were spiraling out of control, creating budget nightmares that forced difficult
decisions. At $95 per name through the NYS Office of Court Administration, every hire was becoming a financial burden that ate into resources meant for student programs and patient care. With over 3,000 background checks needed annually, they were looking at nearly $300,000 in state fees alone - money that could fund scholarships, upgrade facilities, or hire additional faculty instead of disappearing into government coffers.
Clinical Clearance Chaos!
Managing background checks for hundreds of students entering clinical rotations was overwhelming their HR department, like a tsunami of paperwork and panic. Teaching hospitals demand lightning-fast turnaround
times, but their current provider was moving at a snail’s pace, jeopardizing student placements and creating a domino effect of delayed graduations.
Compliance Classroom Crisis!
Juggling federal education regulations, state healthcare requirements, and individual hospital screening standards was creating a compliance nightmare that threatened their accreditation and partnerships. Each clinical partner had different requirements, and their current system couldn’t adapt to the complex matrix of regulations that govern both the education and healthcare sectors.
Schooling the Competition.
CI’s Advanced Screening Solutions for Educational Excellence
When other providers saw complexity, we saw opportunity. Our team designed a comprehensive solution
that addressed every pain point while delivering unprecedented efficiency.
Fee Fighter - NY Checked
CI’s proprietary NY criminal search, NY Checked™, slashes NY third-party fees by around $60 per person, but the impact goes far beyond simple cost savings. We’re talking about freeing up substantial budget dollars that can be redirected to actual education and patient care instead of bureaucratic fees. Our innovative approach doesn’t just reduce costs - it eliminates the painful choice between thorough screening and fiscal responsibility.
Volume Virtuoso - Bulk Processing
Our streamlined bulk processing for student clinical placements includes automated hospital-specific compliance reporting that eliminates the manual nightmare that was drowning their HR team. Instead of tracking individual requirements across dozens of clinical partners, our system automatically stores the exact documentation each partner requires.
Clinical Coordination - Mobile Excellence
Our integrated mobile screening invitations and real-time tracking dashboard revolutionized how they manage hundreds of student and employee checks simultaneously. Students can complete their requirements on their phones between classes, while administrators get instant visibility into completion status across all programs.
Education Expertise - Custom Matrix
Our custom compliance matrix aligns seamlessly with federal education regulations and state healthcare requirements, speaking both languages fluently so institutions don’t have to choose between thorough vetting and regulatory adherence. We built a system that understands the unique intersection of education and healthcare compliance requirements.
Dean’s List Performance.
Measurable Results That Transform Operations
The numbers don’t lie - and neither do the testimonials from administrators who finally got their
evenings and weekends back.
Budget Buster - $175,000 Annual Savings
NY Checked™ delivered massive cost savings of approximately $175,000 in New York state fees during 2024 alone, money that went directly back into student programs and facility improvements instead of government bureaucracy. Over 3,000 total searches processed with consistent savings on every single transaction, proving that superior technology can deliver both better results and value.
Volume Champion - 4,000 Checks Processed
Successfully processed 4,000 full background checks in 2024, managing massive student and employee screening demands without breaking a sweat. Our system scales seamlessly whether you’re processing 10 checks or 400 in a single week during peak hiring seasons, proving that volume doesn’t have to mean chaos.
Lightning Speed - 0.57 Day Turnaround
Reduced average turnaround time to just 0.57 days with 85% of checks completed in less than one day, transforming their operational timeline from weeks to hours. Clinical coordinators went from frantically calling about delayed clearances to confidently scheduling students, knowing their checks would be ready on time.
Compliance Excellence - Zero Issues
Seamless processing across federal education regulations and state healthcare requirements with zero compliance issues since implementation in 2023. Our custom compliance matrix ensures every check meets the specific requirements of each clinical partner without manual intervention, eliminating the administrative nightmare that previously consumed countless hours.
The Administrative Revolution.
Beyond the numbers, the real transformation happened in day-to-day operations, where stress became strategy and chaos became confidence.
The ripple effects extend throughout the entire institution, creating a virtuous cycle of improvement. Faster clearances mean students can start rotations on time, which means they graduate on schedule, which means they enter the workforce when planned. For a healthcare system facing critical staffing shortages, that timing matters more than ever. The institution’s reputation for producing work-ready graduates on predictable timelines has enhanced its relationships with healthcare partners and improved job placement rates for graduates.
Perhaps most importantly, the transformation freed up human capital for value-added activities. Instead of managing crisis after crisis, administrators now have time for strategic planning, process improvement, and student support initiatives. The mental bandwidth that was previously consumed by background check logistics is now available for innovation, relationship building, and program enhancement - activities that directly impact educational outcomes and institutional mission fulfillment.
