Case Study: Patient Care Staff Scheduling and PBJ
Suncrest Assisted Living, struggling with inefficient and inflexible staff scheduling that caused frequent communication overload and reduced morale among its 23 employees, implemented WorkforceHub's TimeSimplicity and TimeWorksPlus solutions to streamline scheduling, enable mobile access, and empower employees with self-service tools, resulting in simplified schedule management, reduced overtime, and improved productivity.
Suncrest Assisted Living management was concerned about maintaining quality resident care due to frequent scheduling changes. Each change triggered a series of inefficient emails, texts, and phone calls, wasting time, confusing staff, and reducing productivity for days.
Frustrated Employees
Suncrest Assisted Living employs 23 people, including on-site nurses, caretakers, aides, administrative staff, and housekeeping workers. With such a small workforce, schedules were inflexible and couldn't easily absorb changes, which occurred regularly.
Unplanned schedule changes required managers to send emails and texts to all qualified team members to find replacements. Managers often had to coordinate fractional shift changes to accommodate overlapping availabilities, resulting in a domino effect of unanticipated consequences, including costly overtime and coverage gaps. This extra burden and confusion negatively impacted staff morale.
Swipeclock Workforce Management Offers Relief
Seeking a solution, Suncrest turned to WorkforceHub. WorkforceHub provides simplified scheduling with TimeSimplicity, integrated time and attendance tracking (TimeWorksPlus), and mobile access for 24/7 management.
Solution — WorkforceHub
- TimeSimplicity for expedited assisted living staff scheduling and mobile coordination.
- TimeWorksPlus for integrated time and attendance tracking.
- Mobile access for employee access and management control.
Suncrest needed a quick solution that supervisors and team members could use without extensive training. TimeSimplicity offered drag-and-drop scheduling, simple schedule change management, and employee self-service tools that empowered staff to resolve scheduling issues easily.
With WorkforceHub, Suncrest set up their scheduling in about fifteen minutes by logging each employee's name, job code, and availability. After setup, creating schedules became a straightforward drag-and-drop process. Built-in alerts warn managers of potential conflicts, last-minute overtime, or inadequate shift coverage before they become problems.
When schedule changes are needed, associates can enter their availability to pick up hours, and switching shifts is as simple as trading cards. Managers only need to confirm swaps, making schedule adjustments stress-free.
A popular feature for Suncrest is mobile access via the Employee Self Service (ESS) portal. Team members can view schedules, request time off, monitor accruals, and review time cards without contacting a manager. This has improved time card accuracy and saved supervisors time, especially for staff working various shifts.
PBJ Made Easy
All long-term care facilities must comply with Payroll Based Journaling (PBJ) regulations, which require tracking daily employee shift hours by job description and site, as well as staff tenure and turnover. Suncrest uses WorkforceHub's built-in PBJ tools to easily track data and prepare accurate reports, ensuring automated PBJ compliance.
Cost Savings, Improved Performance, and Boosted Morale
Managers report that the time savings alone make WorkforceHub worthwhile. Suncrest Assisted Living also notes that empowering staff and eliminating panicked scheduling emergencies have significantly increased employee morale. Happier employees lead to better resident care, improved productivity, and a healthier bottom line.
WorkforceHub includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile, designed for busy employers who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.
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5 Ways WFM Improves Customer Service
Implementing WorkforceHub's workforce management tools improves customer service by eliminating coverage gaps through schedule adherence, providing scheduling stability with flexible templates and multi-level management, increasing employee satisfaction via accommodating preferences and self-managed time cards, managing absences and overtime strategically to prevent service disruptions, and enabling managers to supervise mobile staff in real time for optimal staffing and responsiveness.