Case Study: Residential Care Facility

residential caregivers scheduling system South Jordan

Today’s case study explains how Workforce Management Suite cleaned up an employee scheduling mess at an 18-bed group home for adults with chronic mental illness. The long-term care facility needed relief from continual employee scheduling confusion that had weakened staff morale significantly and was making it difficult to preserve the calm, therapeutic atmosphere needed by the residents.

Facility Expansion Intensified Scheduling Problems

The manager (and head therapist) at our example company was not quite sure how scheduling had become so unworkable. It seemed like Excel spreadsheets had been sufficient just a few years before. She pointed out that the owners of the group home had built a large addition the previous year and, as a result, tripled the number of beds. She hadn’t anticipated that the expansion would complicate things tenfold, however.

Confusion Was Taking a Toll

Schedule changes launched a time-consuming process of sending texts to all qualified staff members to find a replacement. The manager was often required to synchronize fractional shift changes to adapt to overlapping availabilities. The result was a domino effect that frequently caused unforeseen consequences including expensive overtime and coverage gaps. A couple of dedicated staff members would come in on short notice in “emergencies” that started happening weekly. The added confusion and personal disruption was reaching a breaking point.

Shorthanded shifts are a problem for any company, but in a group home where some patients need round-the-clock supervision, coverage gaps can put their safety at risk (as well as the license to operate).

Solution — Workforce Management Suite

The manager turned to Workforce Management Suite. Workforce Management Suite offers simplified scheduling with TimeSimplicity in a powerful suite of integrated cloud-based tools that include time and attendance tracking (TimeWorksPlus), with mobile capability for 24/7 anywhere access.

  • TimeSimplicity for streamlined group home employee scheduling.
  • TimeWorksPlus for integrated time and attendance tracking for salaried, hourly, and contract workers.
  • Job codes ensure that staff members with the required certifications are scheduled appropriately.
  • Mobile companion provides anytime, anywhere access for staff members and managers.
  • Payroll Based Journal tools streamline compliance and reporting.

The Power of Automation, Centralization, and Mobile Access

When the manager started using Workforce Management Suite for scheduling and became familiar with all the tools, she had an “aha” moment. “So this is how intelligent automation completely modernizes employee scheduling!” She realized just how limited Excel spreadsheets had been.

In the months that followed Workforce Management Suite implementation, she continued to observe unforeseen benefits such as how much time she was saving on PBJ reporting and how the caregivers appreciated 24/7 time card, schedule, and PTO visibility and self-management.

Now that scheduling is solved, the staff members can better concentrate on the facility patients.

How To Solve Group Home Employee Scheduling Problems

To find out more about how Workforce Management Suite can be customized to solve your distinct organizational challenges, call SwipeClock LLC at 8882233450 today.

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