Case Study: Patient Care Staff Scheduling and PBJ

HR Ledger helps assisted living facility do away with scheduling conflicts, cover gaps, and boost quality while raising employee morale.

Suncrest Assisted Living management was worrying about maintaining quality resident care because they had to respond to a continual cascade of scheduling changes. Every schedule change generated a stream of unproductive emails, texts, and phone calls that wasted time, confused associates, and hampered productivity for days at a time.

Frustrated Employees

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

Unplanned schedule changes resulted in a time-consuming process of sending emails and texts to all qualified employees 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 unforeseen consequences including costly overtime and coverage gaps. The extra burden, added confusion, and personal disruption was taking a toll.

SwipeClock Workforce Management Delivers Relief

Searching for a solution, Suncrest turned to WorkforceHUB. WorkforceHUB delivers simplified scheduling with TimeSimplicity in a powerful suite of integrated cloud-based tools that include time and attendance tracking (TimeWorksPlus), with mobile functionality for 24/7 anywhere access.

SOLUTION — WorkforceHUB

• TimeSimplicity for expedited assisted living staff scheduling and mobile coordination.
• TimeWorksPlus for integrated time and attendance tracking.
• Mobile access delivers employee access and management control.

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

With WorkforceHUB, Suncrest was able to set up their scheduling in about fifteen minutes by logging each employee name, job code, and availability. Once that was done, designing worker schedules became an easy matter of drag-and-drop. Scheduling conflicts, unplanned overtime, and adequate shift coverage are no longer a headache with built-in notifications that warn managers before a problem takes place.

When it comes to finding help due to schedule changes, the Suncrest team no longer goes into panic mode; staff members can enter their availability to pick up hours, and switching shifts between team members is as easy as trading cards. Managers only need to authorize swaps for stress-free schedule modifications.

One of the most popular features for Suncrest is the ability to empower team members with mobile access. With the Employee Self Service (ESS) portal, staff members are able to view their schedule, request time off, check 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 staff members working all hours of the day and a real timesaver for supervisors.

PBJ Made Easy

All long-term care facilities are now subject to the Payroll Based Journaling (PBJ) standards. 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 WorkforceHUB to easily track the data and prepare accurate reports. Suncrest supervisors are sleeping better at night knowing that PBJ compliance is automated with HR Ledger WorkforceHUB.

Cost Savings, Improved Performance, and Elevated Morale

Managers using WorkforceHUB for scheduling will tell you that the savings in time alone makes the upgrade worth it. Furthermore, Suncrest Assisted Living will go one further and tell you that worker empowerment and the end of panicked scheduling emergencies have gone a long way toward increasing employee morale. Contented employees results in better care for residents, increased productivity, and a healthier bottom line.

UPGRADE TODAY

HR Ledger offers WorkforceHUB™, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and organization.

WorkforceHUB™ includes TimeWorksPlus, TimeSimplicity, and TimeWorks Mobile. We’ve just added onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB™ is designed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.

How much can you save? Check our HR Ledger ROI Calculator.

We can get you up and running with WorkforceHUB in minutes. Contact us today to set up a demo.