Case Study: Patient Care Staff Scheduling and PBJ

healthcare employee scheduling system Freeport

Advantage Payroll Services helps assisted living facility put an end to scheduling conflicts, cover gaps, and improve quality while raising employee morale.

Contact Advantage Payroll Services for information regarding Workforce Management Suite Suncrest Assisted Living management was worrying about maintaining quality resident care because they had to respond to a nonstop cascade of scheduling changes. Every schedule change generated a stream of unproductive emails, texts, and phone calls that wasted time, confused employees, and hindered productivity for days at a time.

Frustrated Employees

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

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 accommodate overlapping availabilities. The result was a domino effect that frequently caused unexpected consequences including costly overtime and coverage gaps. The extra burden, added confusion, and personal disruption was taking a toll.

SwipeClock Workforce Management Provides Relief

healthcare employee scheduling system FreeportSearching for a solution, Suncrest turned to Workforce Management Suite. Workforce Management Suite provides 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 simplified assisted living staff scheduling and mobile coordination.
• TimeWorksPlus for integrated time and attendance tracking.
• Mobile access provides employee access and management control.

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

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

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 swapping shifts between employees is as effortless as trading cards. Managers only need to authorize swaps for stress-free schedule adjustments.

One of the most welcomed 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, view 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 employees working all hours of the day and a real timesaver for managers.

PBJ Made Easy

All long-term care facilities are now subject to the Payroll Based Journaling (PBJ) provisions. 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 Advantage Payroll Services 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. Happy employees leads to better care for residents, improved productivity, and a healthier bottom line.

Contact Advantage Payroll Services for information regarding Workforce Management SuiteUPGRADE TODAY

Advantage Payroll Services offers Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and business.

Workforce Management Suite includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. Workforce Management Suite is designed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and decrease labor costs.

How much can you save? Check our Advantage Payroll Services ROI Calculator.

We can get you up and running with Workforce Management Suite in minutes. Contact us today to schedule a demo.