Staff Scheduling Software for Long Term Care and Senior Living facilities

Long-term care and skilled nursing facilities will continue to face tighter regulations related to direct care hours per patient day (HPPD). Snap Schedule provides easy-to-use, staff scheduling and reporting tools to help you meet staffing requirements while eliminating excess labor costs caused by unnecessary overtime. Start using Snap Schedule as your workforce management tool today.

Nursing homes, rehabilitation centers, long-term care, assisted living, and senior care facilities operate 24/7, 365 days a year. In order to deliver quality, long-term care facilities need to schedule skilled staff and the right resources at the right place, right time. Managing shift schedules to maintain the required staffing levels, balancing skill sets across shifts, and providing training for new staff present many scheduling challenges. Snap Schedule scheduling software for nursing homes and long-term care facilities can address these complex problems and assist administrators and managers in staffing shifts and departments more efficiently than manual, paper-based scheduling processes.

Long term care staff scheduling software must take into account the availability of qualified personnel; therapists’ and 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, certifications, and credentials.

Hours per patient day (HPPD) is a common metric used as a way to monitor and improve quality of care and service. Government regulations in some states mandate HPPD nurse-to-patient ratios and require hospitals, clinics, acute care facilities, long-term care and senior living facilities to document, by means of staffing reports, that they are meeting, or trying to meet the ratios.

The Centers for Medicare & Medicaid Services (CMS) recently enhanced its Nursing Home Compare public reporting site to include a set of quality ratings for each nursing home that participates in Medicare or Medicaid. The CMS Five Star quality rating is composed of scores in three areas — health inspection, staffing, and quality measures. Maintaining high ratings in the CMS Five Star quality rating system is vital to the success of a long-term care facility.

Snap Schedule online staff scheduling software can help meet these challenges. It is packed with powerful shift scheduling features and gives you instant access to key decision-making criteria, including staffing requirements, regular, overtime and on-call hours, labor costs, employee skills and certifications, employee availability and preferences, and more.

The complete scheduling solution for long-term care and senior living facilities

No-conflict scheduling

Drag-and-drop or auto-generate shift schedules for an unlimited number of nurses, departments, and shifts. Support fixed, rotating, split, multiple shifts, time off, and on calls.

Tasks & breaks scheduling

Effortlessly schedule multiple tasks, duties, and breaks of any length in a single shift. Ensure adequate coverage by skills, positions and proactively manage break and rest compliance.

Time clock & attendance

Clock in/out of work on a mobile device or via an on-site iPad. Record work hours, on-call, and attendance for accurate payroll and payroll-based reporting.

Leave & time off accruals

Set up different leave types, reasons, and accrual rates. Avoid accidentally schedule on-leave nurses. Employees can see their leave balance and request time off on the go.

Ensure shift coverage

Show the number of nurses and staff scheduled in each shift by positions, skills, or reasons. Establish minimum acceptable staffing levels. Flag over or under staffed positions or skills while making shift assignments. Provide multiple options for identifying who are qualified to bid on open shifts.

Schedule by skills sets & certifications

Define skills/certifications and associate them with employees. Identify and
schedule the right mix of employees to deliver quality care and service. Fill a shift based on the required skills and positions.


Nurses and staff can check their schedule, determine what shifts work for them and which don’t, request PTO, pick up extra hours by replying to open shifts and shift swap shifts with co-workers. Management can approve or reject shift swaps and PTO requests and can notify employees immediately in their preferred method.

Employee communication

Keep teams in sync and notify employees when work schedules have changed. Notify nurses when open shifts are created and available. Alert schedulers when employees request time off, bid on an open shift, or accept a shift trade.

Automated shift callouts

Promote fairness, reduce grievances, and stay in compliance by enforcing callout rules and equalizing overtime opportunities. Receive and respond to callout and scheduling notifications via automated phone calls or SMS texting.

Labor cost control

Sum up in real time employee’ planned and actual work hours. Handle all types of regular, on-call, overtime, shift premium, and incentive pays. Generate time cards for payroll based on either planned or recorded work hours.

Extensive reports

Unlock the hidden value of workforce data with 61 built-in reports for Payroll Based Journal (PBJ) data and tracking HPPD goals. Uncover insightful labor patterns, trends, and outliers. Export data to various file formats such as PDF, Word, Excel, HTML.

Anywhere, anytime access

Employees can access their schedules online, view leave balance, request time off, bid on, trade, pick up shifts, punch in/out, and update availability. Android and iOS employee scheduling apps are available.

Quality care starts with smart staff scheduling. See how.

“Now with Snap Schedule, it is extremely easy for me to quickly implement any requested changes and generate the new schedule. I can just click and drag in order to swap shifts. In no time at all I can have an up-to- date schedule ready. I no longer have to retype entire schedules, like I had done in the past using the old system, saving me a lot of time and tons of stress.”
Chris Jones, SEMO Health Network
“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

Ready to see Snap Schedule in action?

Our product specialists will customize a demo that addresses each challenge, question, and goal you have—all at your convenience.