Using Web-based Scheduling Software for Collaborative Schedule Management

Posted by Shift Admin on October 10, 2017 at 6:10 AM

The decision to implement web-based scheduling software is not to be taken lightly. Organizations need to consider how new software will affect employees beyond the providers themselves-–administrators, nurses, and others need to access the schedule, too.

The key is to evaluate what your group needs from the software at every touchpoint. Today we are walking you through three different options for managing a schedule: a manual process, other software solutions on the market, and Shift Admin.

Configuring Rules

Manual Process

With a manual process, such as a spreadsheet or pen and paper, schedulers can identify rules and patterns for specific groups, but they must implement them manually for each shift.

Other Software Solutions

There are plenty of scheduling software platforms on the market. For rules, these solutions typically provide a library of default rules for schedulers to select and apply to the group schedule.

Shift Admin

Shift Admin offers a library with over 100 default rules for schedulers to choose. But we take things one step further with a team of software engineers who are capable of building custom rules to fit the needs of any group or specialty.

Generating the Schedule

Manual Process

The manual process requires schedulers to fill each shift by hand. Often, schedulers are forced to push out an incomplete schedule and incentivize staff members to pick-up the open shifts.

Other Software Solutions

Some software solutions boast an auto-generator that fills open shifts with available providers. However, if the rules conflict during the generation, the systems will leave shifts empty and it’s up to the scheduler to go back and manually fill them.

Shift Admin

Shift Admin auto-generates a fully-staffed and fully-optimized schedule every time. Schedulers can configure weighted rules that allow the system to mimic human logic to fill all shifts. This feature allows teams to generate a schedule with prioritized rules configured to their practice, resulting in an optimized schedule far superior to other software options.

Time Spent Creating a Schedule

Manual Process

Creating a schedule manually can take weeks, and it feels as though the work is never done.

Other Software Solutions

Schedule generation times for other solutions vary between 28 to 72 hours. And even then a schedule may not come out fully-staffed or with major errors due to inflexible rules, resulting in days of manual editing to correct the problems.

Shift Admin

Shift Admin’s powerful auto-generator typically produces fully-staffed schedules in 20 minutes or less.  And if needed, schedulers can review and make any needed changes to rules or requests and restart the auto-generator from the previous end point.

Distributing the Schedule

Manual Process

Manually-built schedules are distributed via paper hard copies throughout the healthcare system. And if you need to make an update or trade a shift? Be prepared to reach out to each department and make note of the change.

Other Software Solutions

Other solutions might require that providers and staff members access a schedule through a third party application or app that they must download on their phone. This is not required for all other software solutions, but may be necessary for some.

Shift Admin

With Shift Admin, providers and support staff can access the schedule in real time through a 100% web-based platform via computer, tablet, or smartphone.

Implementing scheduling software may seem like a large investment for your practice, and it certainly is. However, a centralized, customized, and easy-to-use scheduling interface can save your group considerable amounts of time and money in the long term.

Ready to explore collaborative schedule management? Set up a web-based meeting with the Shift Admin team today!

Topics: Scheduler Comparison

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