In many organizations, it is often difficult and time-consuming to schedule employees in different shifts. The person in charge of this task must plan carefully before placing workers in different time slots.
Shift Planning Software when done successfully, productivity is maximized and sales are not overrun by labor costs. Week after week, month and month, this task must be repeated again and again. This can become a mind-numbing and error-prone process if done by hand using pencil and paper or a spreadsheet.
What Features You Should Add?
The advantage of Staff Scheduling Software is that, you can choose the features that match the unique needs of your facility. No two facilities are the same and most have terminologies and workflows that can be alien to others. But, there are common features that should be present in any system.
Such as:
Employee Management
Employee Management Software helps to list down the activities that can be managed in the Assisted Living Framework.
A) Roles and Permissions
You can manage employee types and roles. This can dictate how they can access the system and if they have access to confidential data. You can set different roles and permissions depending on the level of their competence and responsibility.
B) Employees List
You can input, update, and quickly access all the necessary data about your staff like their contact details, level of competence, strengths, and weaknesses, pieces of training and certificates, copies of documents.
C) Scheduling and Hour Tracking
One of the important features is the ability to facilitate activities and schedule staff attendance. The classification can assign tasks, shifts, track staff activities, time and absences. All this data can be exported as reports to help you analyze personnel performance, indicate overtimes or track the linkage between shifts and some accidents.
Marketing and Lead Management
One of the biggest challenges of assisted living facility marketing is heavy competition. That’s why it is indispensable to have an Employee Management System built-in to your CRM:
Apart from recording to the resident state of being and handling staff scheduling system may also keep a base of leads and automate marketing campaigns to attract more residents. This will allow communities to strategize their lead generation and conversion.
Among the tasks that can be computerized there are:
- Collecting data about prospects
- Managing your facility’s social media
- Sending out marketing materials, and invitations to community events
- Scheduling follow-up activities
- Tracking the effectiveness of different communication channels
Reporting
Any organization needs to monitor operational efficiency and analyze the results of their work. For that, you can use Workforce Scheduling Software programs which will automatically generate reports. Several possible reports are depending on your needs and key metrics.
- Admissions report
- Activities report
- Appointments report
- Resident list report
- Shift summary report
- Financial reports
- Employee performance report
Electronic Billing and Invoicing
You will, without a doubt, decide that manual accounting is inefficient. Accounting software for Assisted Living Facilities that are integrated with your system can reduce a substantial part of the caregivers’ routine.
Keeping bills and invoices on paper can result in loss or duplication of documents. It is more efficient and safe to have all financial data in the central system. The best billing software for an Assisted Living Facility is a custom made one.
It allows you to take into account the specifics of your organization. But of course, you can also try to incorporate your billing software for nursing homes to save on cost.
Stop making scheduling harder than it needs to be.
Here are the 5 most common reasons that help senior care staff
- Minimization of paperwork.
Keeping all data in the computer system is a great way to make it centralized, systematized, and securely stored. Required documents can be searched quickly for viewing, editing, and printing. It also prevents data loss and duplication.
- Better residents care coordination.
The system stores daycare plans for each resident, sends reminders and alerts, tracks and monitors staff activities, allows you to assign tasks, exchange messages with personnel, send notifications inside the organization, and many more.
- A single system for multiple units and facilities.
If your organization operates multiple facility units on different locations or even different cities but requires a common database of residents, staff, and finances, it is important to have all the data synced in one place and give access to authorized personnel only.
- Competitive advantage.
There is tough competition among facilities in attracting new residents. One way to stand out is by providing better care services. Automating repetitive routines and processes will allow your staff to have more time to care for patients.
- Effectively managing overtime hours
It may be difficult to track time and task if there is no controlling system in place. Operational chaos ensues when caregivers do not record what tasks they do and how much time they spend on them.
Kind-hearted people that work in the communities gladly give more than it is required from them. The residents may not realize that their minor requests are not included in the care plan, thus it is not properly measured and scheduled.
Hours of paid time! That’s why all tasks should be tracked carefully in the system.
How to Apply This to Your Business?
As you have learned from this article, the main reasons for staff scheduling software programs are the automation of routine processes such as data entry and search, reporting, accounting, lead management, and shift scheduling among others.
Having all the data available to your customers at any time allows for quick decisions. This can also help you strategize future care plans and make the communication between your facility and resident’s families more transparent.
Conclusion
A programming system that is accessible to everyone in your company is an effective tool to maintain a smooth process. It can serve as a communication platform where all the employees can stay aware of the requests and changes in real-time.