Employee Scheduling in the Healthcare,

brian l

Brian Leonard

(800) 676-1281 x 1235

When it comes to employee scheduling , technology has vastly improved the workforce landscape. Industries are now able to schedule staff more efficiently and effectively.

At its core, employee scheduling software should sufficiently organize a team for proper coverage, filling shift windows during all hours of operation.

In an industry like the , optimized work scheduling will benefit the business on two levels, by boosting employee productivity and preparing for unexpected changes in the workday, like last-minute callouts or an influx in customer foot traffic.

1. Where the Industry is Hurting Most When it Comes to Employee Scheduling

Inefficient scheduling is an issue that the Healthcare often deals with. In the past, employee scheduling software was only intended to expedite the scheduling process -- whether that be weekly, bi-weekly, or monthly.

Now, through modernization, the software is now capable of assisting in much more, including:

  • Automating the scheduling process
  • Anticipating shifts with higher foot traffic
  • Preventing overscheduling from occurring 
  • Preventing under scheduling from occurring
  • Preventing double-scheduling for the same shift from occurring
  • Preventing unnecessary overtime from occurring
  • Abiding by state labor laws
  • Logging the most up-to-date employee availability, while also preventing scheduling employees for shifts that do not coincide with their availability 
  • Time clock integration, to track time and attendance
  • Tracking of vacation, sick and other leave time
  • Assigning task management
  • Optimizing staff allocation
  • Employee utilities (shift trading functions, time off requests, etc.)
  • Payroll integration

Does your software offer any of these solutions?

Businesses typically begin to struggle when their current employee scheduling software only offers the bare minimum and does not account for these key factors.

Other damaging areas include:

  • Failing to build a full roster during peak seasons, like holidays
  • Not having a backup plan for no-shows and last-minute callouts
  • Labor law violations when it comes to overworking minors
  • Lack of user-friendly editing features 
  • Inability to immediately distribute schedules in real-time to all staff members

While making scheduling decisions, it’s important to anticipate workloads and resources needed to make for a better workday.

2. Reduced Labor Costs

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Ideal Features for Your Industry

Another issue that Zip Schedules will improve for a company is Time taken to create schedules. Generally speaking, employee scheduling software is a broad term when considering capabilities and features. However, it’s important to keep your intended goals in mind during the schedule creation process, whether that be to boost efficiency, decrease labor costs, improve the bottom line, or all of the above. Key features to consider:


The aim when it comes to forecasting is to make accurate predictions on demand. Real-time data, in unison with logged historical data and trends, the strongest type of software can assist in planing schedules in advance. This is crucial when it comes to optimization because it saves management time in creating the schedule, as well as equips each shift with the necessary personnel.


When trying to keep labor budgets low, it’s critical to account for accurate time-tracking. Tracking employee hours logs how many hours each employee has worked for the week, if that employee is exceeding the maximum amount of hours that should be worked, and aids in the prevention of the costly overtime mark.

Staying vigilant when it comes to keeping a digital log of your staff’s worked hours will help when making informed future scheduling decisions. It will also avert any lingering possibility of damaging labor law lawsuits and fines.

Practical Mobile Features

Software that comes with practical applications pays dividends. When employees have all-around access to easily and conveniently view schedules, they can better plan their outside personal affairs around upcoming work responsibilities.

In addition, should an issue or event arise where an employee cannot work a shift, finding a replacement becomes a quick fix. When internal messaging systems are included in mobile applications, employees can notify all coworkers that a shift has just become available. Once finding a replacement, the two employees can make the necessary adjustments through the app, notify management for approval, and the job is done.

This feature is especially great because it reduces absenteeism, while also instilling a sense of responsibility in the team, as it becomes their duty to find a resolution, as opposed to management’s.

3. How Zip Schedules can help

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The digital age has given rise to a number of utilities that have revolutionized nearly every area of the Healthcare industry. When it comes to optimized employee scheduling, Zip Schedules is part of that revolution.

Here are 5 ways Zip Schedules can improve your scheduling practices.

1. Reduce Labor Costs

Advanced software takes the guesswork out of the equation. You don’t need to assume that you’ll require more help during certain times of the day or on specific days in general, like weekends.

Instead, the advanced forecasting capabilities will present the amount of recommended staff members that should work during specified shift windows and days. By avoiding overscheduling, which leads to an imbalance of resources used in comparison to incoming revenue, and under scheduling, which oftentimes leads to longer working hours and the costly overtime, labor costs will be significantly reduced.

2. Maximize Productivity

Through optimized scheduling, shift coverage will always be precise, aligning the appropriate amount of employees to work only when needed. 

When understaffing occurs, employees often find themselves overworked and burnt out. When this occurs, it becomes more of a challenge to work diligently and vigorously. 

3. Schedule Testing

With Zip Schedules, you can experiment with different scheduling combinations to discover what team lineups work best for your brand. From week-to-week, test team members’ availability and how they coincide best with business needs on various days and at varying times.

Once a solution is determined, that schedule can be saved as a template and recycled for the coming weeks.

4. Reduce Turnover and Absenteeism

Some industries are notorious for high turnover rates. A leading cause to this is a result of poor scheduling. It’s one thing for a schedule to be optimized -- that benefits the business, and that’s great. However, it’s evident that when employees feel that their employer does not respect their value, then they will part ways with the company.

Notions that your team may not feel valued can be directed linked to scheduling decisions, like consistent patterns in overscheduling, last-minute call-ins to cover a shift, or not honoring requested PTO days. 

5. Improves Communication

With the Zip Schedules’ internal messaging platform, employees can simply and conveniently communicate with each other to switch upcoming shifts or coordinate other scheduling concerns.

The mobile app also allows employees to update availability instantly. This is critical because it also keeps management aware and avoids scheduling conflicts of assigning an employee to a shift that he/she is not available to work.