Choosing the Right Healthcare Scheduling Tool in Canada: 5 Criteria

Choosing a staff scheduling solution is a crucial decision for Canadian healthcare organizations, whether they operate in long-term care facilities or hospitals. The right system can improve efficiency, reduce operational costs, and boost employee satisfaction. Additionally, it helps ensure continuity of care by minimizing the risk of service interruptions or delays caused by staffing issues.

With so many options available, it can be challenging to determine which solution best meets the unique needs of healthcare institutions while maintaining high standards of patient care. Here are five key criteria healthcare administrators should consider when selecting a scheduling platform.

1. Flexible Automation

The healthcare industry is exceptionally dynamic, with constantly shifting workforce demands. A scheduling solution must offer the flexibility to adapt to these changes while ensuring compliance with collective agreements and budget constraints.

• Automated Scheduling: Look for a system that automates schedule creation using predefined templates, reducing manual input and errors.
• Master Rotation Templates: Ensure the platform allows for the creation of master rotation templates that can be adjusted based on staffing needs, time-off requests, or unexpected absences.
• Real-Time Adjustments: The ability to make real-time changes, such as creating ad-hoc shifts or managing employee time-off requests, is crucial for operational efficiency.

2. User-Friendly Self-Services

A user-friendly system can significantly enhance employee satisfaction and engagement by giving staff greater control over their work schedules. The right scheduling platform should offer intuitive self-service tools that allow employees to manage their own availability, shift swaps, and leave requests.

• Mobile App: Choose a solution that allows employees to access their schedules, view shift offers, and submit availability or leave requests through a mobile app. This ensures convenience and fosters employee autonomy.
• Notifications and Alerts: Look for systems that send notifications via email, mobile, or dashboards to keep employees informed about schedule changes, approvals, and other updates.
• Vacation Planning: Ensure the system simplifies vacation planning by allowing employees to submit requests easily and helping managers track and approve them seamlessly.

3. Efficient Shift Replacement

Healthcare organizations often face last-minute absences or schedule changes. A scheduling platform that automates the shift replacement process can minimize disruptions and ensure patient care remains uninterrupted.

• Automated Callouts: A good scheduling platform should automatically call or send mobile notifications to available staff members, allowing for rapid filling of open shifts.
• Shift Bidding: Some systems allow employees to bid on available shifts, streamlining the process of finding replacements for long-term absences.
• Shift Override Flexibility: The platform should allow managers to override automated rules when necessary, ensuring the right staff are placed in the right shifts.

4. Highly Configurable Rules

Canadian healthcare organizations must comply with strict rules around overtime, union agreements, and premium pay. A customizable scheduling system ensures these rules are automatically applied, reducing the risk of payroll errors or grievances.

• Overtime and Premium Pay: The system should automatically enforce overtime rules, ensuring proper compensation when employees work beyond regular hours or on premium shifts.
• Union Compliance: Look for platforms that can configure complex union and collective agreement rules, ensuring that schedules comply with both internal and external regulations.
• Security Access Control: The system should offer flexible, role-based access controls to define security levels based on an employee’s role, department, or schedule needs.

5. Experienced Implementation Team

Even the best scheduling software can fail if not implemented correctly. Choosing a provider with an experienced implementation team ensures the platform is optimized to meet the specific needs of your healthcare organization.

• Dedicated Project Manager: The provider should offer a dedicated project manager to oversee the entire implementation process, from initial setup to execution strategies.
• Ongoing Support and Training: Look for a system that includes comprehensive onboarding, training workshops, and promotional materials to facilitate a smooth transition. Support during the first few payroll cycles is essential to resolve any issues.
• Field-Tested Expertise: Providers with experience in healthcare scheduling will understand the complexities of union rules, collective agreements, and workforce needs, making the implementation process more effective.

By carefully evaluating these five key criteria to choose their scheduling solution, Canadian healthcare organizations can streamline workforce management, boost staff engagement, and achieve operational efficiency.

To see how these principles work in practice, check out the demo of LGI Scheduling, a platform specifically designed to address the unique challenges of healthcare scheduling in Canada.