Healthcare Scheduling Software Features

Schedule360’s Employee Scheduling Software includes the following features:

Rules-Based Self Scheduling

After you release shifts for the upcoming schedule and immediate booking of set schedules shifts, the remaining open shifts are available for self-scheduling by unit-based employees. This allows the majority of the work to be done for you, to the delight of employees, in an intuitive, seamless process. Self-scheduling gives employees flexibility while ensuring individual work targets are met and safe levels of staffing occur.

Management still defines setup, and features can be turned on/off for the entire department or for each employee. Thanks to the help of employee scheduling software, staffing managers are able to quickly and easily adapt to changes in employee availability, which is crucial in avoiding scheduling conflicts, or situations where there are shifts with no assigned worker.

Third-Party Integrations

Schedule360 seamlessly integrates with leading payroll, HR, and CRM software and services to save you time and simplify your scheduling process. Schedule360 uses ORDS (Oracle REST Data Services) to efficiently and securely transfer staff credentials, time off, schedule, and punch data between our application and third-party applications. Using the json:api, Schedule360 can send and receive data to help you with scheduling and payroll tasks.

Employee Post & Exchange

Allows employees to swap shifts within a set of rules. It can be configured to allow posting of the shift to multiple staff (no exchange required), swap with admin approval only, and only allow swaps that are +/- 1 hour in length of the original shift and within the same pay period to prevent OT. This gives employees a sense of freedom and control with their own scheduling, while still allowing management to set necessary rules and guidelines.

Available Shift Dispatching: Broadcast Shift Dispatching

Last-minute needs can be dispatched to all qualified and available employees via cell phone, or email messages. This also prevents staffing managers from being tied to a phone all day in a desperate attempt to fill open shifts.

Messaging

Each employee has a message board; admins use the Messaging tab to send messages to their board. Employees are messaged when time off is approved/denied, a change is made to their schedule, if recertification is necessary, float scheduling alerts, etc. This greatly improves all aspects of employee communication by being able to stay in touch with your employees, and avoid those common pitfalls that arise, such as employees saying they didn’t get the message, as messages are time stamped and confirmed when read.

Reporting & Analytics

Schedule360’s dashboard provides a quick, concise overview of your schedule and reports status. Configurable reports allow management and schedulers to view scheduling data at an enterprise, group, and facility, and unit levels; and export to print or Microsoft® Excel®. This allows insight on important things such as labor costs, schedules, calendar reports, financial reports, data exports, and time clock reports. These summaries are crucial to keeping management informed about the entire staff’s schedule as well as productivity-related information.

Payroll Compiling

Schedule360 can be configured to record all the complex variables associated with your employee payroll so you can easily compile a concise report for your payroll system or service, optimizing your entire business operations.

Employee Preferences and Time Off

Employee logins are configured to capture scheduling preferences or requests and to submit time-off requests for admin approval. Preferences can be configured to capture prefer on, prefer off, or both. Tab is controlled by employee’s profile through a yes/no setup. This can be configured to align with your facility’s needs in relation to time off codes, hour calculations, and restrictions. Time off requests can be complicated, confusing, and a time-consuming process, but thanks to employee scheduling software, it can become much easier to oversee.

Employee Survey Tool

Allows the creation and distribution of personalized surveys to employee message boards. Response data is captured and may be exported to flat files (.csv or .xls) for use by management.

License and Credential Tracking

Licensure and skills are tracked and stored in employee profiles. Skills that require recertification are tracked by expiration date and the system alerts the employee 60 days prior to expiration. This can be linked to the Credential page for rapid updating. Units/Facility/Enterprise set-up can disallow employees with expired credentials from signing up for shifts. This prevents workers from lacking certain credentials or qualifications from filling shifts or even being offered shifts that they aren’t qualified to fulfill.

Employee Optimization

Allows for the optimization of staff by ensuring that employees are working the hours they are currently contracted for. Provides immediate pop up alerts to show when an employee is currently under scheduled or over-scheduled for hours. You can also set up an instant alert to be sent to employees when they are approaching overtime. This feature can also display any potential credential gaps in the schedule for both clinical and non-clinical staff, and across facilities, for example, when it comes to on-call purposes.

Class Scheduling

Admins can build classes into the system for employee sign-up. Admins define the unit(s), class size, date, time, and location; which is shown in the Class Display.

Auto Scheduler

Uses a series of algorithms to match employee profile qualifications to open shifts. Can be configured to restrict the number of shifts scheduled in a row, whether or not to account for time off and preferences, and schedule based on employee’s distance from the location.

Set Schedule Templates

Allows schedulers to build a recurring template for each employee by facility. Template is stored in the system and replicated to create future shifts. Can be edited, cleared, or inactivated at any time. Since the template can be saved from your previous schedule, this reduces the amount of time spent on creating new formats, even when dealing with schedules that are static or repeating.

Web-Based Punch In/Punch Out Time and Attendance

Primarily for home-based employees who log into their account and punch in/out of their scheduled shifts based on the facility’s guidelines. Avoids confusion and complications as hours are recorded and accounted for.

Productivity

Productivity modules are integrated into the Daily Schedule for each unit and provide immediate calculation of Care Hours per Patient Day based upon department Census Levels. Upon clicking “submit”, labor cost data for departments is calculated and displayed in real time for each department on the Daily Schedule screen. This allows the user the ability to immediately manage staffing levels to ensure safe staffing, while promoting fiscal responsibility through budget adherence.

Float Pools

Float Staff have the ability to be sent to any Facility/Department with the click of a mouse. Modify Preferred Units link allows the Float Scheduler to select multiple locations via drop-down for all scheduled Float staff and instantly transfer them to new departments. Central Float receives documentation for each move; Staff Received a message documenting the float, and the “Floated to” unit documentation, as well as Float Employee on the schedule.

Overtime Alerts

Overtime Alerts for employees self-scheduling or admin scheduling of employees (alert can be overridden at admin level). Employees can request to work OT shifts; and requests are displayed under the Pending tab for admin approval.

Contact us for a customized demo of our award-winning software. We custom-configure Schedule360 to create the best employee scheduling solution for you, without compromise.