Staff Scheduling Software for Medical Facilities
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, 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.
Key Benefits & Features for Medical Facilities
Schedule staff and volunteer hours based on availability
Schedule breaks and specific duties within shifts
Reduce labor and overtime costs for increased profitability
Graph floor coverage in real-time for every minute of the day
Track overtime, on call, and vacation costs
Store data securely in the cloud or on premise*
Remotely access employee scheduling data*
Comply with labor rules and collective agreements
* Features available in Snap Schedule 365 and Snap Schedule Premium only.
Snap Schedule Capabilities for Medical Facilities
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.
Manager of Invasive Cardiac Services
Champlain Valley Physicians' Hospital
Easily schedule unlimited number of medical staff and shifts with Snap Schedule software
Schedule nurses and medical staff using drag & drop to easily assign shifts, mark
on-call and time off, move or copy assignments.
View assignments and schedule nurses and medical staff from three different views. Use whichever view is easiest
and most effective for you. Create rolling work schedules – from days to years.
The software supports pattern scheduling and automatically generate work schedules
using industry standard shift patterns or user-definable schedule plans.
Snap Schedule comes with pre-designed shift
patterns for compressed work week, 8, 10, 12, and 24 hour fixed and rotating shift
schedules that meet scheduling needs of most hospitals, medical centers, clinics,
and healthcare organizations, Preview work schedules and make changes as necessary.
Track on-call, training, vacation, sick leave, and other off-work requests
- Define as many paid and un-paid time-off reasons as you like.
- Simply drag & drop a reason onto the Schedule Planner to mark when a nurse is off-work.
- The Schedule Outlook shows who is off-work and why.
Available reports provide details on planned vacation, training, and time off hours
for any time period you select.
Medical staff skills & certifications
Keep complete records of available personnel who may be permanent, full-time or
part-time staff, float or per-diem staff, travelers, or registry staff.
Systematically track credentials and monitor expiration of or renewal
dates for cerification.
Use Snap Schedule’s 25 customizable fields in each medical staff's record to
track information that is unique to your operation.
Easily fill open shifts
- Quickly find and contact qualified medical staff and nurses to fill open shifts.
Fill schedule holes with just a few clicks of the mouse. Tell Snap Schedule software
your criteria and it will show you a ranked list of available candidates to fill
a shift. Ranking can be based on many criteria including job seniority, position,
skills, availability, labor cost, and work hour limits.
Flexible multi-location scheduling
Easily create work schedules for particular units or departments, the entire hospital,
or an integrated delivery network.
Define work locations (stations) for your organization and designate authorized
work locations for each nurse. The Schedule Planner will alert you if any nurse
is assigned to an unauthorized location.
Know instantly where the nurses are from a single computer screen. No need to flip
through pages of paper to see absentees, on-call, training, or overtime situations.
View shift and rotation scheduling for any location on any date.
Use standard reports to gain visibility into scheduling activities and cost data
at all locations, groups of locations, or a specific location.
Multi-skill medical staff scheduling is a breeze
Define skills and certifications related to each employee. Snap Schedule alerts
you when credentials are about to expire or have not been updated.
The Shift Coverage Planner lets you know if there are enough nurses with the right
skills to staff a shift.
The Staffing Overview graph displays the number of scheduled nurses with a specified
skill by location, shift, or hourly coverage.
Work around your schedule constraints with ease
Define each nurse’s availability schedule, desired work hours, daily work hour constraints,
and weekly work hour constraints.
The Schedule Planner alerts you to availability conflicts, duplicate shift assignments,
overlapped shift assignments, and conflicts with scheduled time off.
The Daily Assignment Validation report identifies all discrepancies and constraint
Manage labor costs and avoid over/under staffing
- Set overtime, shift preminum, and time off policies for your organization.
- Define hourly cost, overtime exempt status and work hour constraints for each nurse.
Use the Shift Coverage planner to monitor under/over staffing conditions based on
position, skill, and assignment reason.
- Instantly see the impact staffing changes will have on the budget.
Adjust shift assignment start time, end time, and payable hours as necessary to
reflect actual work hours.
Standard reports provide labor cost details and summary data associated with the
schedules you created over any specified period.
- Export labor cost data for payroll and accounting purposes.
Easily publish schedules to medical staff and supervisors
Print schedule views, lists, assignment calendars, and reports to communicate schedule
information to management and employees.
Easily publish work schedules, calendars, and any report in PDF and a variety of
- Publish open shifts and shift coverage data.
Automatically email work schedules (in text or iCalendar file format) to nurses
and/or their supervisors.