10 Best Healthcare Scheduling Software for Better Management

If you’re still relying on spreadsheets for employee scheduling, it’s time to switch to something much better. Healthcare scheduling software offers a superior, automated solution that enables you to abandon outdated methods. This upgrade will save you time, reduce costs, and preserve the sanity of managers and staff alike.

But how do you determine which healthcare scheduling software best suits your facility’s needs?

We’ve done the research for you. Here’s a list of the top 10 healthcare scheduling software designed to elevate your scheduling process. Unlike other lists, we focus exclusively on software specializing in healthcare staff scheduling.

I. What is Healthcare Scheduling Software?

Healthcare scheduling software is a digital solution that helps create, manage, and organize the work schedules of medical professionals, including nurses, doctors, and other healthcare staff. It automates the scheduling process by factoring in employee availability, which reduces administrative tasks and ensures efficient staffing.

The primary advantage of medical staff scheduling software is automation. This technology streamlines many tasks, such as tracking compliance, monitoring overtime, and managing absences. Automation eases the administrative workload for managers and staff, increasing job satisfaction. With automated scheduling, healthcare professionals can avoid the hassle of manual shift assignments, reduce unwanted overtime and no-shows, and clearly view their colleagues’ schedules and potential conflicts.

II. 10 Best Healthcare Scheduling Software in 2024

To assist with your research, we’ve compiled a list of top staff scheduling software options specifically designed for the healthcare industry:

1. Makeshift

MakeShift was created to solve scheduling issues in the healthcare industry, inspired by a nurse who faced constant scheduling frustrations. She often found herself scheduled when unavailable and couldn’t access her schedule on her phone. This made it difficult to swap shifts or find preferred shifts.

MakeShift prioritizes a people-first approach, streamlining scheduling for managers and employees. Our platform reduces scheduling time by 50% and time to fill shifts by 83%.

Key Features of MakeShift

• Available Shift Access: Employees can easily view and pick up extra shifts.
• Rotation-Based Scheduling: Create rotating shift schedules to balance the workload.
• Employee Shift Exchanges: Staff can swap shifts easily, with manager approval on the go.
• Time Off / Leave Management: Approve time off requests via mobile or web.
• Overtime Alerts: Manage fatigue with alerts to prevent burnout.
• Team Communication App: Send announcements and receive clock-in notifications.
• Payroll Integration: Sync schedules and timesheets with systems like SAP® SuccessFactors® and ADP.
• Mobile App for Staff and Managers: Access and manage schedules on the go.
• Skills-Based Scheduling: Ensure highly skilled employees are assigned appropriately.

Pricing

MakeShift is available for $2.75 per user per month.

2. Rotageek

Rotageek is a cloud-based scheduling tool created by healthcare professionals for healthcare professionals. It uses AI technology to optimize rotas and forecast labor to meet demand.

Key Features of Rotageek

• Employee Scheduling: Efficiently manage staff schedules.
• Time & Attendance: Track employee attendance easily.
• Labor Forecasting: Predict labor needs with AI technology.
• Budgeting/Forecasting: Plan budgets and forecast costs.
• Employee Management: Streamline management of employee details.
• Performance Metrics: Monitor and analyze employee performance.
• Mobile App: Access scheduling and management tools on the go.
• Skills Tracking: Keep track of employee skills and qualifications.

Pricing

Rotageek offers customized pricing based on the needs of your organization.

3. QGenda

QGenda offers a robust Provider Operations Platform designed for healthcare. It helps you manage your workforce centrally and optimize your capacity to deliver care. You can also access accurate call schedules for all departments in real time.

Key Features of QGenda

• Automated Scheduling: Streamline scheduling processes with automation.
• Absence Management: Efficiently handle employee absences.
• Mobile App: Manage schedules and resources on the go.
• Resource Management: Maximize the efficiency of available resources.
• Employee Work Status: Track and update employee work statuses.
• Time Tracking: Monitor employee hours accurately.
• Mass Notifications: Send important updates to staff quickly.

Pricing

QGenda pricing starts in the range of $500 to $1,000.

4. ShiftWizard

ShiftWizard is designed specifically for healthcare to simplify scheduling with its user-friendly guided navigation system. It helps streamline staff scheduling and communication, allowing healthcare professionals to focus on patient care.

Key Features of ShiftWizard

• Shift Scheduling: Create and manage shifts effortlessly.
• Workforce Optimization: Ensure optimal staffing levels at all times.
• Mass Messaging: Communicate important messages to staff quickly.
• Time & Attendance Integrations: Integrate with time and attendance systems seamlessly.
• Self-Service Capabilities: Allow staff to manage their own schedules.
• Mobile App: Access and manage schedules on the go.

Pricing

ShiftWizard pricing starts at $4,000. For more detailed pricing information, please contact ShiftWizard directly.

5. OnShift

OnShift is a cloud-based software designed for workforce management in long-term care and senior living. It aims to enhance the employee experience and provide managers with actionable data and insights, all from a unified platform.

Key Features of OnShift

• Time & Attendance: Track employee hours and attendance accurately.
• Mobile App: Manage schedules and communicate on the go.
• Staff Scheduling & Management: Efficiently create and manage staff schedules.
• Messaging: Communicate with staff quickly and effectively.
• Resource Management: Optimize the use of available resources.
• Schedule Distribution: Distribute schedules easily to all staff members.

Pricing

For detailed pricing information, please contact OnShift directly.

6. EasyShifts

EasyShifts provides 24/7 staff scheduling with an easy-to-use online solution. It offers a simple workflow for creating and managing work schedules efficiently.

Key Features of EasyShifts

• Shift Scheduling: Create and edit work schedules effortlessly.
• Time Tracking: Monitor employee hours accurately.
• Schedule Template: Use templates to streamline schedule creation.
• EasyShifts App Calendar: View schedules conveniently via the app.
• Mobile App: Access schedules and features on the go.
• Staff Availability: See when staff are available to work.
• Shift Swapping: Allow employees to swap shifts easily.

Pricing

EasyShifts is available at $2.99 per user per month.

7. NurseGrid

NurseGrid is a healthcare staff scheduling solution designed to address short-staffing issues. It empowers nurses to manage their schedules and helps healthcare facilities communicate shift changes in real time.

Key Features of NurseGrid

• Float Pool Management: Manage float pool staff effectively.
• Messaging/Shift Dispatching: Communicate shift changes quickly.
• Overtime Calculation: Calculate and track overtime accurately.
• Shift Scheduling: Create and manage shift schedules efficiently.
• Shift Swapping: Allow nurses to swap shifts easily.
• Vacation/Leave Tracking: Track vacation and leave requests seamlessly.
• NurseGrid Mobile App: Access and manage schedules on the go.

Pricing

For detailed pricing information, please contact NurseGrid directly.

8. SmartLinx

SmartLinx enhances workforce management by integrating real-time data and processes across multiple facilities. This enables better visualization of staffing and expenses for smarter decision-making.

Key Features of SmartLinx

• Shift Scheduling: Create and manage shift schedules efficiently.
• Time & Attendance: Track employee hours and attendance accurately.
• Payroll Integration: Seamlessly integrate with payroll systems.
• Workplace Analytics: Gain insights into staffing and operational metrics.
• Skills-Based Scheduling: Assign shifts based on employee skills.
• Mobile App: Access and manage schedules on the go.

Pricing

For detailed pricing information, please contact SmartLinx directly.

9. symplr Workforce

symplr Workforce is a cloud-based solution tailored for healthcare, offering deep insights and actionable data to support proactive staffing decisions.

Key Features of symplr Workforce

• Employee Scheduling: Efficiently manage and create work schedules.
• Employee Management: Streamline the management of employee details.
• Mobile App: Access and manage schedules on the go.
• Shift Swapping & Open-Shift Management: Facilitate easy shift swaps and manage open shifts.
• Schedule-Based Analytics: Gain insights through detailed scheduling analytics.

Pricing

For detailed pricing information, please contact symplr Workforce directly.

10. UKG Workforce Central™

UKG Workforce Central™ (formerly Kronos Workforce Central) provides a suite of workforce management solutions tailored for healthcare professionals, including physicians, hospitalists, residents, advanced practice nurses, and clinical staff.

Key Features of UKG Workforce Central™

• Shift Scheduling: Efficiently manage and create work schedules.
• Time Tracking: Accurately track employee hours.
• Mobile App: Access and manage schedules on the go.
• Payroll Integration: Seamlessly integrate with payroll systems.
• Compliance: Ensure adherence to industry regulations.
• Employee Self-Service Scheduling Management: Enable employees to manage their own schedules.
• Shift Swap Management: Facilitate easy shift swaps among staff.

Pricing

For detailed pricing information, please contact UKG directly.

III. Checklist for Healthcare Scheduling Software Selection

With insights into top healthcare scheduling software, here’s how to evaluate each option to find the best fit for your organization.

Common Pain Points in Healthcare Staff Scheduling

1. Manual Schedule Creation and Management
2. Inefficient Shift Swapping and Last-Minute Coverage
3. Limited Schedule Accessibility and Updates
4. Poor Employee Communication

It’s essential to remember that not all scheduling software is created equal. The goal is to find a solution that simplifies and optimizes your scheduling process.

Checklist for Evaluating Healthcare Staff Scheduling Software

• Choose software designed specifically for healthcare to meet your unique needs.
• Ensure the software is easy to use and doesn’t require extensive training.
• Look for capabilities that allow managers to approve schedules and changes quickly and easily.
• The software should facilitate seamless communication for shift trades and availability updates.
• Automatic alerts for schedule changes can significantly improve communication and efficiency.
• A mobile app is crucial for managing schedules on-the-go, ensuring both managers and staff have access wherever they are.

IV. Primary Users of Medical Staff Scheduling Software

HR and Managers

Managers and HR professionals are responsible for creating shift schedules, considering various factors such as specialties, pay grades, and employee availability.

Benefits:

• Automates assignment processes, saving time and reducing errors.
• Utilizes organizational data to optimize rotations and maintain accurate rosters.
• Enhances payroll accuracy by ensuring schedules are correctly managed.

Nurses, Clinicians, and Physicians

Medical professionals who follow strict scheduling models (e.g., X hours on/Y hours off) require precise and up-to-date shift schedules.

Benefits:

• Eliminates errors and miscommunication with real-time updates.
• Allows for on-the-go schedule management.
• Promotes transparency and accountability, improving work-life balance.

Front Desk Admin and Switchboard Operators

Front desk administrators and on-call switchboard operators rely on accurate schedules to effectively manage calls and dispatch personnel.

Benefits:

• Ensures correct dispatch by knowing which staff and emergency personnel are on duty.
• Enhances the ability to direct calls and page staff with the most current schedule information.

V. Challenges with Medical Staff Scheduling Software

Predictive Analytics

• Challenge: Predictive analytics requires up-to-date and accurate data to function effectively.
• Implication: For the software to provide valuable insights and forecasts, healthcare professionals must actively and consistently engage with the system. Without full buy-in from the staff, the predictive capabilities may fall short.

Variability

• Challenge: High variability in scheduling needs and preferences can impact the effectiveness of the software.
• Implication: Although the software automates many tasks, it cannot completely eliminate human error or miscommunication. Healthcare professionals often want input into their schedules, necessitating ongoing communication and adjustments. Preferences and requests can lead to scheduling conflicts that software alone cannot resolve.

Unintuitive Applications

• Challenge: Despite being mobile-friendly, many scheduling solutions may have interfaces that are not user-friendly for medical professionals accustomed to streamlined consumer applications.
• Implication: If the software is difficult to use, staff may avoid it, leading to missed schedules or unsubmitted PTO requests. Poor user experience can deter engagement, diminishing the software’s effectiveness and causing frustration among users.

Conclusion

Healthcare staff scheduling software is essential for managing healthcare facilities’ intricate and evolving needs. While it offers significant advantages like automation, optimized staffing, and enhanced communication, challenges such as accurate predictive analytics, managing scheduling variability, and ensuring user-friendly interfaces need to be addressed for maximum effectiveness.

For tailored advice and top-tier solutions, contact TECHVIFY today. Our experts will help you implement the best healthcare scheduling software to meet your specific needs and improve your operations. Don’t wait—transform your scheduling process with TECHVIFY now!