Case Study: Women's Health Clinic
A small women's health clinic owned by three OB/GYNs improved operational efficiency and profitability by implementing WorkforceHub, a comprehensive workforce management system that reduced administrative burdens on the office manager and physician-owners, allowing them to focus more on patient care despite challenges like regulatory compliance, staffing, and delayed reimbursements.
WorkforceHub Improves Efficiency for Women’s Health Clinic
Today’s case study examines a small women’s health clinic jointly owned by three OB/GYNs. The clinic employs three full-time nurse practitioners, two part-time nurse midwives, six part-time medical assistants, a part-time sonographer, and a very busy office manager.
The practice faced several challenges common to private medical professionals:
- Complicated regulatory compliance
- Maintaining a sufficient patient base in a shaky health insurance market
- Hiring and retaining skilled staff members
- Increasing costs for malpractice insurance
- Delayed reimbursements
Excessive Admin Time Was Hampering Operations
The owners recognized that profitability depended on streamlining processes, and there was room for improvement in Workforce Management. Although the office manager was extremely capable, she couldn’t manage all the patient scheduling, employee scheduling, records updating, and billing—while also running the front desk.
Let Doctors Be Doctors
The three physician/owners had divided the extra work among themselves, but this was not the ideal use of their time. It was taking time away from patient care. However, there wasn’t enough money in the budget to hire HR staff, as the two-year-old practice had not yet turned a profit and needed to upgrade some equipment.
Solution – WorkforceHub
The office manager suggested trying WorkforceHub, a leading Workforce Management system for private healthcare practices. WorkforceHub includes TimeWorksPlus, TimeSimplicity, TimeWorks Mobile, and TimeWorksTouch. She believed that reducing the admin time spent by the owners would increase both the standard of patient care and profitability, helping the practice turn a profit and remain in business. With her 25 years of experience as a private practice office manager, she knew the first few years were challenging and was fully committed to her employers’ success, benefiting from a profit-sharing arrangement.
Quick and Easy Setup
The office manager appreciated how simple it was to set up associates in the system. Employees could manage their own time cards, create schedules from built-in templates (minimizing confusion for part-timers), input time and attendance data directly to the payroll system, and manage multiple layers of regulatory compliance.
Sharing HR Tasks With Employees
Before implementing WorkforceHub, employees frequently contacted the office manager about shift changes, time card errors, and PTO accruals. Now, staff members can check all these things on their own.
The system also allows the office manager to assign employee codes linked to the scheduling tool, ensuring that caregivers with the necessary certifications are scheduled appropriately.
Intelligent Automation Made The Difference
Three weeks after implementing the system, the office manager had reduced admin time so significantly that the owners no longer had to help her keep up. This brought greater efficiency and gave the owner/physicians some breathing room in their already-hectic schedules. Healthcare operations work best when doctors can be doctors.
Swipeclock offers WorkforceHub, a fully-integrated solution designed to optimize the performance of managers, employees, and organizations. WorkforceHub includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile, and is established for busy employers who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.
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