Medical Facilties Staff Scheduling 2018-01-11T21:35:11+00:00

Medical Facility Scheduling

Manage Varying Healthcare Employee Shifts with Snap Schedule

Schedule doctors and nurses using drag & drop to easily assign shifts, mark on-call and time off, and move or copy assignments. 

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“The hours I save are tremendous and that is still improving. I can spend more time with patients. Even though a clinic’s dynamic conditions force us to constantly tweak schedules, I still save 50 percent of the previous time spent in scheduling.”

Claudia Foster-Olson MD, The Vancouver Clinic
“Before I found Snap Schedule, I was struggling with creating employee schedules manually for many, many years. It was an absolute pain… My staff typically work the same shifts, and I have only 2 part time staff members, so with Snap Schedule I can either cut and paste week by week, or month by month, or I can auto-generate the schedules. It’s very simple, and way more efficient than manually scheduling.”
Miles Carver , Champlain Valley Physicians' Hospital

What Can Snap Schedule Do For Me?

Staff scheduling for medical facilities like clinics, hospitals and laboratories presents many challenges. Most of these healthcare organizations have a variety of job positions that require specific skills and different work schedules. A unit in an organization may prefer pattern scheduling where the staff commits to work a set number of shift types (day, evening, night) in a given time period while other organizations may choose preference scheduling where the staff defines individual preference for shift types.

Medical staff scheduling software must take into account the availability of qualified personnel; nurses’ preferences for particular days, shifts, units; and regulatory and union requirements. Regulatory and union requirements govern the number of hours worked, overtime, time off between shifts, staffing ratios, and certifications and credentials. Government regulations in some states mandate nurse-to-patient ratios and healthcare organizations must document, by means of staffing reports, that they are meeting, or trying to meet the ratios.

Snap Schedule encompasses many capabilities to schedule an unlimited number of doctors, physicians, nurses, and other medical staff. It can quickly and efficiently fill a shift or find a substitute, assign breaks within shifts, adjust individual shift assignment start and end times, manage multi-skill shift needs, and provide extensive tracking and reporting features to save you time.

Key Scheduling, Labor Cost Control, and Reporting Features

  • Create schedules in a snap

    Drag-and-drop to easily assign shifts, mark time-off, move or copy assignments for your doctors, nurses, physicians and medical facility staff. Track all training, vacation, sick leave, and other off-work requests.

  • Assign shifts to employees in multiple locations & areas

    Define as many locations/departments as you like and authorize your doctors to work at certain medical facility locations but not others. Filter/sort work schedules and reports based on locations.

  • Assign breaks, duties, and tasks within each shift

    Visually assign breaks, duties, and tasks of any length from one minute to several hours with a simple drag-and-drop.

  • Find best fit employees or substitutes

    Easily find qualified and eligible doctors and physicians to fill open shifts at your medical facility based on availability, position, skill, labor cost, work hour limits, seniority and other criteria.

  • Avoid scheduling conflicts

    Detect and alert all sorts of schedule conflicts like overlapping shifts, lacking required skills, not enough rest between shifts, or too many overtime hours. Any conflict will be clearly flagged and color-coded on schedule views.

  • Up-to-date employee availability, skill level and expiration

    Doctors and physicians can enter availability information for each day of the week and restrictions that should be considered when creating and managing schedules. Avoid over/under staffing a shift at your medical facility with people you need by skills and get an alert when an employee’s skill or certification is about to expire.

  • Ensure adequate shift coverage

    Show the number of doctors, nurses, or other medical facility workers scheduled in each shift by position, skill, or reason so you can quickly see if any position is over/under staffed while making shift assignments.

  • Handle overtime, shift premium and incentive pay

    Flexible pay rules to compute overtime and extra pay to doctors, nurses, and other physicians working at your medical facility on public holidays, certain days or hours of the day, irregular shifts, etc.

  • Comply with labor rules and collective agreements

    Avoid grievances and ensure compliance to collective bargaining agreements, HR policies, labor and working time regulations. When filling an open shift, you can use multiple criteria to narrow down the number of eligible doctors, nurses, physicians and other medical workers.

  • Time sheet data for payroll

    Adjust the shift’s scheduled start and end times to reflect the actual time worked and instantly see the revised hours and costs. Add notes and reasons to record or explain deviations and provide time card data for payroll.

  • Make informed decisions based on up-to-date data

    Use a comprehensive set of 49 reports to analyze scheduling data; prepare management records; and track medical facility employees’ activities, assignments, costs, and time-offs.

  • Publish schedules

    Easily publish shift schedules, calendars, and any report in PDF and a variety of other formats. Automatically email work schedules (in text or iCalendar file format) to doctors and/or their supervisors at your medical facility.

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Employee Self-Service Features

  • View work schedule from anywhere, anytime

    From home to business, from desktop to mobile devices, your doctors and physicians have 24/7 access to your medical facility schedule data. You control who will be allowed access and which employee self-service features will be enabled for your operations.

  • Request time off

    Doctors and other healthcare staff at your medical facility can make time off/vacation requests and schedulers can track, manage, approve, or deny those requests. Employees can see the approval status and are automatically alerted when their request is approved or rejected via an iOS/Android in-app notification.

  • Self-scheduling with Open Shifts

    Empower your medical facility staff members by letting them self-schedule with Open Shift. Schedulers can simply create an open shift for a position and specify the shift and the required number of employees and skills. Qualified doctors and physicians can view open shifts and bid for the shift they like.

  • Shift trade/pickup

    Allow automatic shift trading with or without a scheduler’s approval. Doctors, nurses, and other medical employees can post their shifts for trade and coworkers who are eligible to work the shift can make pickup or swap offers. Posting employees can select any number of qualified coworkers to invite bids.

  • Punch in/out

    Doctors and physicians can punch in and out of their assigned shifts and you can set the time window for when employees are allowed to punch in or out. Schedulers can see the punch data in real-time or use the data to report the variances between planned and actual work hours and costs.

  • View time card information

    Medical facility employees can view their planned and actual work hours for the current, previous, or next payroll cycle. On-call, overtime, paid and unpaid time-off hours are also presented.

  • Update availability and contact information

    Save time and stay up-to-date by allowing doctors and physicians at your medical facility to update their own contact information and availability. Employees can enter their availability information for each day of the week and in multiple time segments as needed. Snap Schedule uses this information to help schedulers select the best available employees to fill shifts.

  • Look up coworkers

    Medical facility staff members can look up coworkers’ contact information to call, text, or email. Schedulers decide whom to include or exclude from the directory.

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Frequently Asked Questions

Maybe you’re not doing OK. Count all the hours you spent last year, and will spend next year. How inflexible and time-consuming is changing the schedules when someone is out? Snap Schedule saves you time by dragging and dropping rather than erasing and writing. It will also help you prevent under and over staffing, schedule conflicts, and reduce your overtime and labor costs. And pencil and paper cannot email your doctors and medical staff, or create reports. It can’t change views to weeks, full month, and it can’t show you just Dr. Joe’s or Dr. Sue’s schedules. Doing these tasks by hand is very time consuming and difficult due to workload fluctuations, frequent special requests from employees, last minute changes, and high employee turnover. Without the right tools in place, you will expend a great deal of time on these tasks — time better spent on more critical, revenue-generating activities.
Yes! Snap Schedule keeps track of your medical facility’s employees’ availability, skills, work hour preferences and it alerts you to potential scheduling conflicts. Filling an open shift or finding a replacement is easy. Simply specify your criteria and Snap Schedule will present a list of qualified doctors, nurses, and other healthcare employees for your shift planning purposes.
Yes. The E-mail Schedules wizard lets you e-mail shift assignment schedules to all or selected doctor and physician employees. Each e-mail can contain the employee’s personal schedule or schedule information of all selected employees. You have the option of including an iCalendar formatted file that contains the employee’s personal schedule so your employees can import their schedules into their calendar programs or PDAs.
Yes! Snap Schedule is designed to allow you to define your medical facility’s operational constraints such as non-working days, shift start and end times, doctors’ availabilities, weekly work hour limits, and more. You set the boundaries and Snap Schedule’s Schedule Planner alerts you to availability conflicts, duplicate shift assignments, overlapping shift assignments, conflicts with scheduled time off, if any of your healthcare staff members has been assigned too many hours in a work period and more.
Using Excel templates for scheduling is definitely better than using pencil-and-paper but considering the price you would pay for Excel and scheduling templates, you get much more with Snap Schedule. Medical facility scheduling is really a multi-dimensional problem that cannot be represented in a flat row and column format. There are employees, shifts, and dates – and you really need to be able to view the schedule from multiple vantage points. You will spend many unnecessary hours to work around Excel limitations because unlike Snap Schedule, Excel is not specifically designed for doctor and physician employee shift scheduling.
If your scheduling software is more than one year old, it probably handles less than half of what Snap Schedule does and it’s not built on tools as advanced and reliable as Microsoft SQL Server, .NET, or Microsoft Azure Cloud. This means you get a modern, seamlessly integrated, rock-solid software tool that will save you time and money.
Contrast the ease of use and thoroughness of Snap Schedule’s scheduling functions to those in your current solution. Then look at all the other tasks Snap Schedule does for you like medical facility employee information management, emailing, overtime and labor costs monitoring, management reporting, etc. Every scheduling chore that now takes you three or four administrative minutes—and add up to hours—can suddenly take you seconds.
Snap Schedule uses a perpetual calendar for shift assignments so there is no limit and you can schedule as far into the future as you need. Snap Schedule keeps all your doctors/physicians, shifts, and scheduling information in a single SQL Server database file. This file will grow automatically to accommodate any shifts, holidays, vacations and time-off requests you recorded and allow you to go forward or backward in time to instantly see and assess how you are doing.
Yes. On-call shift assignments occur when a doctor/nurse/physician is instructed by management to remain available to be called to work during an off-duty period. When you mark a shift assignment as on-call, the shift duration is not included in the total work hour calculations.
Yes. Medical facility staff scheduling is a multi-dimensional problem and you really need to be able to view the schedule from multiple vantage points. Snap Schedule provides four graphical views to accommodate that as well as selectable date ranges within each view. The Daily view shows all shifts and time off for each doctor in a specified date range. The Shift view shows employee staffing for each shift along with coverage data. The Task view lets you schedule tasks and breaks within a shift. The Calendar view presents work and time off assignments in calendar format.