July 18, 2017

Case Study: Patient Care Staff Scheduling and PBJ

healthcare employee scheduling system South Jordan

SwipeClock helps assisted living facility do away with scheduling conflicts, cover gaps, and improve quality while raising staff member morale.

Suncrest Assisted Living management was worrying about maintaining quality resident care because they had to address a frequent cascade of scheduling changes. Every schedule change resulted in a stream of inefficient emails, texts, and phone calls that wasted time, confused staff members, and curtailed productivity for days at a time.

Frustrated Employees

Suncrest Assisted Living has a labor force of 23 including on-site nurses and caretakers, aides, administrative staff, and housekeeping workers. A small on-site workforce means schedules aren’t very flexible and have little room to absorb change, which happens regularly.

Unplanned schedule changes launched a time-consuming process of sending emails and texts to all qualified team members to find a replacement. Managers were often required to coordinate fractional shift changes to adapt to overlapping availabilities. The result was a domino effect that caused unanticipated consequences including costly overtime and coverage gaps. The extra burden, added confusion, and personal disruption was taking a toll.

SwipeClock Workforce Management Offers Relief

healthcare employee scheduling system South JordanSearching for a solution, Suncrest turned to Workforce Management Suite. Workforce Management Suite delivers simplified scheduling with TimeSimplicity in a powerful suite of integrated cloud-based tools that include time and attendance tracking (TimeWorksPlus), with mobile capability for 24/7 anywhere access.

SOLUTION — Workforce Management Suite

• TimeSimplicity for expedited assisted living staff scheduling and mobile coordination.
• TimeWorksPlus for integrated time and attendance tracking.
• Mobile access delivers employee access and management control.

Suncrest needed a quick solution that supervisors and other team members could use without the need for a lot of additional training. TimeSimplicity provided exactly that, with the additional power of drag-and-drop scheduling, simple schedule change management, and employee self-help tools that empower staff members to solve scheduling snags with ease.

With Workforce Management Suite, Suncrest was able to set up their scheduling in about fifteen minutes by logging each employee name, job code, and availability. Once that was done, formulating employee schedules became a straightforward matter of drag-and-drop. Scheduling conflicts, last-minute overtime, and adequate shift coverage are no longer a problem with built-in alerts that warn managers before a problem takes place.

When it comes to finding help due to schedule changes, the Suncrest team no longer goes into panic mode; associates can enter their availability to pick up hours, and switching shifts between team members is as simple as trading cards. Managers only need to confirm swaps for stress-free schedule adjustments.

One of the most popular features for Suncrest is the ability to empower team members with mobile access. With the Employee Self Service (ESS) portal, team members are able to view their schedule, request time off, monitor accruals, and review their time cards. They no longer need to call a manager for basic information and time card accuracy has improved significantly. This is a perfect solution for a community of staff members working all hours of the day and a real timesaver for supervisors.

PBJ Made Easy

All long-term care facilities are now subject to the Payroll Based Journaling (PBJ) regulations. Employers are required to track daily employee shift hours by job description and site as well as staff tenure and turnover. Suncrest uses the built-in Payroll Based Journaling (PBJ) tools in Workforce Management Suite to easily track the data and prepare accurate reports. Suncrest managers are sleeping better at night knowing that PBJ compliance is automated with SwipeClock Workforce Management Suite.

Cost Savings, Improved Performance, and Boosted Morale

Managers using Workforce Management Suite for scheduling will tell you that the savings in time alone makes the upgrade worth it. In addition, Suncrest Assisted Living will go one further and tell you that staff member empowerment and the end of panicked scheduling emergencies have gone a long way toward increasing employee morale. Contented employees leads to better care for residents, improved productivity, and a healthier bottom line.

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