Healthcare in Luxembourg: The job offer is out. Why is the contract still waiting?

The promesse d’embauche is out. The candidate may already have accepted, yet HR still needs the documents to prepare the written contract. An employment certificate arrives as a phone photo; two more pages come in a later email. Someone has to put them in the right dossier and enter the employment periods into the existing HR system.

The FHL collective agreement and SAS provisions set pay and working conditions where each applies. The institution controls how it requests, checks and transfers documents after an offer.

One request, one place for the files

LDS can build the preboarding process around the systems an institution already uses. The operator's knowledge becomes position-specific document rules. The system sends a consolidated list for each role, saving HR from assembling the request anew each time.

The candidate receives a personal upload link by email. With the files ready, uploading them takes roughly 2 to 10 minutes. The portal shows what is missing and sends one reminder. If a document is still missing or unusable at the next check, HR receives the dossier with its request and upload history.

The connection to existing HR software needs its own design. An interface may be an API, a legacy export or a controlled file exchange. LDS maps the available fields, handoffs and error paths with the institution, then builds the connection around what those systems actually support.

From upload to signed contract

1. Check the files. Uploads enter a quarantined intake area for malware and file-type checks before further processing.
2. Read approved document types. The workflow groups related pages and gives files agreed names. Intelligent Document Processing (IDP) reads approved document types and extracts specified facts, such as employer names and employment dates. It does not establish authenticity or decide employment eligibility. Unclear files go to HR after the safety checks.
3. Use the existing calculation. Checked facts and files move through the agreed interface into the institution's HR systems. Those systems calculate the applicable experience classification; HR validates the result.
4. Prepare the contract. The contract system produces a PDF for HR review.
5. Sign and return it. The approved contract follows the institution's electronic signature route. The signed record and signature evidence return to the personnel dossier.

Before this route handles real documents, the institution and its providers agree which document types and fields may be processed, who can access them, where they are stored and when they are deleted.

Where HR time changes

These are planning estimates for active HR work on a routine dossier. They exclude the time a candidate needs to obtain documents, waits for external certificates and signature turnaround.

Step	Manual process	Target process
Request and follow-up	15 to 45 min: Write requests, check replies, track missing items and call candidates.	0 to 5 min: Position rules send one request and one reminder; unresolved cases reach HR.
Sorting and reading	20 to 60 min: Download attachments, join pages, rename files and put them in the right dossier.	0 to 5 min: Routine files pass safety checks, workflow naming and approved IDP reading; exceptions reach HR.
Calculation and contract	25 to 60 min: Read certificates, type employment facts into the existing system, check its calculation and start the contract.	10 to 20 min: Checked facts reach the existing system; HR reviews its classification and the contract PDF.

The ranges add up to 60 to 165 minutes before and 10 to 30 minutes after. A 60-to-10-minute case would save 83% of active HR time; a 165-to-30-minute case, 82%. A 60-to-30-minute case would save 50%. These are examples for planning, not measured results or a general 80% outcome.

The time between offer and signature

The portal can accept ready files at any hour, and routine checks can run without waiting for someone to open an inbox. With a complete dossier and available interfaces, scanning, extraction and transfer could happen within the same working day. A consolidated request means fewer late discoveries that another document is missing. If a case needs judgment, HR sees the prior requests and uploads.

That can shorten the calendar path from promesse d’embauche to signature. The actual duration still depends on when candidates obtain their documents, the decisions HR must make and the final signature. The percentages above describe hands-on HR work, not this elapsed time.

Ask LDS to calculate the ROI for your institution

One anonymised recent dossier can show where requests, file handling, retyping and handoffs consume time. It is a starting sample, not proof of return on investment.

LDS can calculate an institution-specific business case using your hiring volume, the share of routine and exceptional dossiers, sampled HR handling time, current offer-to-signature time and existing system interfaces. We compare the potential savings with the cost of building, integrating and operating the solution. The result is an ROI estimate tied to your process and its stated assumptions.