Today’s case study explains how WorkforceHUB 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 constant employee scheduling confusion that had decreased staff morale considerably and was making it difficult to keep the peaceful, therapeutic atmosphere needed by the residents.
Facility Expansion Escalated 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 satisfactory 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 coordinate fractional shift changes to adjust to overlapping availabilities. The result was a domino effect that frequently caused unforeseen consequences including costly overtime and coverage gaps. A couple of dedicated employees would come in on short notice in “emergencies” that started happening routinely. The added confusion and personal disruption was reaching a breaking point.
Shorthanded shifts are a headache for any company, but in a group home where some patients need constant supervision, coverage gaps can put their safety at risk (as well as the license to operate).
Solution — WorkforceHUB
The manager 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 capability for 24/7 anywhere access.
- TimeSimplicity for automated group home employee scheduling.
- TimeWorksPlus for integrated time and attendance tracking for salaried, hourly, and contract workers.
- Job codes ensure that team members with the necessary certifications are scheduled appropriately.
- Mobile companion offers 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 WorkforceHUB for scheduling and became familiar with all the tools, she had an “aha” moment. “So this is how intelligent automation revolutionizes employee scheduling!” She realized just how impotent Excel spreadsheets had been.
In the months that followed WorkforceHUB implementation, she continued to experience unforeseen benefits such as how much time she was saving on PBJ reporting and how the counselors appreciated 24/7 time card, schedule, and PTO visibility and self-management.
Now that scheduling is solved, the team members can better concentrate on the group home patients.
To find out more about how WorkforceHUB can be customized to solve your distinct organizational challenges, call ICON, Inc. at 888-111-2222 today.
ICON, Inc. offers WorkforceHUB, the powerful, fully-integrated WorkforceHUB that makes it easy to optimize the performance of your supervisors, employees, and business.
WorkforceHUB includes TimeWorksPlus, TimeSimplicity, and TimeWorksMobile. WorkforceHUB is established for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.
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