How Innovative Workforce Systems Transform Scheduling Processes and Improve Staff Morale

For many department leaders, scheduling is an art. It requires a delicate balance of staff-to-patient ratios, a working knowledge of individual credentials and organizational needs, and a thoughtfulness for avoiding overtime. Creating a schedule that checks all these boxes – in a timely manner and while juggling other responsibilities – is a daunting task for many schedulers across healthcare.

With the right nurse scheduling software, it doesn’t have to be. Innovative scheduling systems are transforming the way schedules are created, shared, and updated, shifting tedious, painstaking processes into a collaborative approach that welcomes all team member needs and requests.

This white paper explores how modern scheduling software is empowering healthcare providers to succeed at filling shifts, and how that success impacts more than the schedule – it gives nurses the support they need on and off the clock.

With templated schedules, configurable hour limit rules, and instant visibility to shift gaps and changes with technology enables effective scheduling in minutes, not hours.

These tools take the guesswork out of filling shifts appropriately. They empower managers to make decisions with all the context they need, from qualifications to gaps in the schedule and even any upcoming PTO.

When there’s a no-show or last-minute schedule change, one-by-one calls and texts won’t solve the problem quickly. An announcement to all qualified staff or agency workers can fill the shift much faster. One-to-many text and email communications include the right people in the conversation right away, encourage collaboration, and are less disruptive than a phone call on a day off.

Beyond addressing immediate scheduling needs, having a mobile app for staff to swap shifts among themselves and submit shift change requests to their manager brings all schedule-related conversations into one place. Leaders can be confident each shift has the staff needed, and team members can enjoy having more say in their schedule – right from their phone.

Filling shifts is about more than having the right people at the right time. Schedulers also need to be careful not to have the same people working too much, as overtime work can quickly add up in financial costs to the organization and have a significant toll on employees.

Overtime creates a lose-lose situation, but software like Inovalon’s Schedule Management solution can proactively solve this.

Plus, the benefits of addressing overtime head-on reach further than the bottom line. Solving for overtime supports safe patient and resident care conditions, improves staff work/life balance, increases communication and collaboration across departments, and boosts engagement and retention.

Paper scheduling processes give staff only one option to check their schedule: wherever the document is posted. Cloud-based scheduling software allows them to check and change their schedule however they prefer.

1. At work, at home, or on the go, schedules are accessible from a smartphone, tablet, or computer
2. Syncing options connect personal calendar applications with assigned shifts, giving team members a full-picture view of their week
3. Staff messaging and swap requests encourage communication in case of personal emergencies, helping to quickly resolve call-outs

One of the biggest challenges in healthcare scheduling is factoring for licensing and credentials. Managers need to know what their clinical staff is certified for and pair them with the appropriate openings in each shift, adding another layer of complexity to the schedule.

Fortunately, Inovalon’s Credential Management software was built with healthcare’s unique requirements in mind, which ensures a smooth scheduling process by accounting for licenses as the schedule is being made, not after.

Taking scheduling successes a step further, Inovalon’s scheduling software reports on the workflow trends within your organization. Executive Workforce Intelligence dashboards can provide insights on:

• Staff seniority
• Last called off
• Workforce budgets and spending
• Credential expirations

The beauty of cloud-based software is that there are no hardware investments required. Getting started is as easy as an implementation and training session, and maintenance is taken care of for you.

At little to no disruption to you and your team, staff can transition from frustrating scheduling workflows to enhanced, collaborative processes. Along the way, your customer success team will be there to provide ongoing technical support and any additional application training your team may desire.