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

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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
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 violations.

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 other formats.
  • Publish open shifts and shift coverage data.
  • Automatically email work schedules (in text or iCalendar file format) to nurses and/or their supervisors.

Our Clients

We are proud to serve some of the world's biggest brands

The dynamics of this software are phenomenal. It gives us visibility and overviews we never had. Schedule misunderstandings are nearly impossible, except when there’s human error. This new clarity helped us reduce overtime pay mistakes by 90 percent.

William Freeman, Detective Sergeant, Windsor Police Department

Today, with Snap Schedule Premium, after I create our schedule and work in the changes, each person will receive an individual shift schedule by email. Then I publish a report outlining the complete employee schedule on our department web site. I can’t imagine shift scheduling software working any other way.

Gilles Pinard, Client Support Analyst Team Lead, Canadian Blood Services

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, CIO, SEMO Health Network

Snap Schedule employee scheduling software saved New South Wales taxpayers $250,000 in custom programming the second we saw how good this staff rostering program is, and stopped looking further. Snap Schedule is also saving us quite significant payroll costs, as we're using fewer members to get through our caseload.

Evan Pidgeon, Business Systems Administrator, Consumer, Trader and Tenancy Tribunal