MEDICAL STAFF SCHEDULING SOFTWARE

Simplify your healthcare staff scheduling

Makes payday a breeze with easy payroll integration.

Control costs with pay rules and schedule integration.

Turn any device into your healthcare facility’s employee time clock.

Healthcare staff scheduling software

Schedule your healthcare employees with ease

Streamline your healthcare organization operations and increase efficiency with better employee scheduling. Your healthcare workers will be notified of new shifts and can confirm them, so you know they’ve seen the schedule. Make changes quickly to adjust for callouts and empower your employees to manage their schedule with OpenShifts and shift swapping. You can save up to 15 hours a week with better healthcare staff scheduling software.

Healthcare staff time clock and timesheets

Healthcare employee time tracking has never been easier

Track attendance, breaks, and time off with ease. The integrated time clock and schedule save time and reduce human error during payroll. Control labor costs with real-time overtime alerts and in-depth reporting.

Healthcare employee team messaging

Team chat app for a connected healthcare workplace

All team communication and collaboration is on one secure platform. Message employees one on one, in groups, or all at once. Protect the privacy of your workers with communication that doesn’t require you to share their phone numbers.

Rave reviews for our time clock app

Reliable time tracking. Hassle-free attendance management.

Digital timesheets, payroll integrations, and labor reporting help you manage your budgets and get back to business. Customers have reported seeing savings as large as:

20%

Decrease in labor costs

Time saved scheduling

Reduction in employee no-shows

Employee Scheduling for Healthcare Facilities

Glowing reviews from our clients in healthcare

Employees

Time Savings

Schedules

Streamlining operations for dynamic healthcare

Employees

Time Savings

Schedules

Latitude Air Ambulance is a dynamic case management, bed finding, long/short-haul repatriation, medevac, and organ transport service based in Ontario Canada.

"Switching to When I Work allowed me to focus on more valuable work and the mobility of the schedule means I don't have to be tied to the computer. "

– Shannon McCracken , Asset Management Coordinator

Prior to using When I Work, Shannon was spending 20 hours a week creating and managing the medical operations schedule in Excel. She knew she needed a way to forecast needs more effectively to control costs, fill gaps in coverage, and improve communication. Implementing When I Work has created a collective hub for multiple departments to collaborate on multiple schedules, which has resulted in Shannon now spending 4 hours a week scheduling.

Products Used

Scheduling
Attendance
Team Messaging

Locations

750

Employees

When I Work simplifies scheduling and keeps staff connected

Locations

750

Employees

Providing high quality, convenient, and affordable dental care

"When I Work has made our communication so much better. Now, employees can record their time and easily communicate if they can't take a shift."

– Talitha Rieken , Manager

With data dispersed between two calendars, Talitha was responsible for employee scheduling, tracking hours, managing employee availability, accountability, and training. Prior to using When I Work, Talitha’s staff relied on Outlook calendars—a system that wasn’t shareable or user friendly. After adopting When I Work and onboarding employees into the system, employees across the board have received the software with positive acclaims. Not only does it fit well with flex-time workers, scheduling capabilities now extend to multiple locations to help save time and eliminate manual entry.

Products Used

Scheduling
Team Messaging

120

Employees

Care sites

Mobile scheduling software improves team communication at regional healthcare facility

120

Employees

Care sites

Teaching hospital providing award-winning care through compassionate caregivers and clinical expertise.

"The ability for associates to contact each other or a manager contacting an associate utilizing the mobile application adds an efficiency we didn't expect. Overall a great addition to our care sites and associates!"

– Jenessa Williams , Chief Nursing Officer and Administrator

Prior to When I Work, Jenessa was using a different software to complete scheduling from week to week. However, its inability to be accessed remotely made scheduling a cumbersome task to execute. She wanted software that was just as mobile as her and her staff. Not only did When I Work streamline the scheduling process at SCL Health-St. Joseph, it made scheduling mobile and had a major impact on team communication. Jenessa says, “When I work is user-friendly for all, managers and associates included. We have multiple roles across several care sites and When I Work makes scheduling and communicating a breeze.”

Products Used

Scheduling
Team Messaging

125+

No. of Employees

60%

Reduction in Time Spent Scheduling

Locations

Scheduling and team communication made easy

125+

No. of Employees

60%

Reduction in Time Spent Scheduling

Locations

"[It] saves a lot of time!"

– Josiah Gin , Aide & Facilities Manager

Josiah Gin is the Facilities Manager at Coury & Buehler Physical Therapy— which operates in several locations across Orange County, California. While Josiah still serves as a Physical Therapy Aide, one of his main responsibilities as Facilities Manager is creating the weekly schedule for the practice. Before When I Work, Josiah was using spreadsheets to make the schedule, which he said, “took forever.” Having visibility to staffavailability was difficult to manage in this process. He knew there had to be a better way to manage to schedule. Josiah chose When I Work for Coury & Buehler Physical Therapy because everything you need for scheduling is housed all in one place— compared to multiple spreadsheets. The Coury & Buehler Physical Therapy staff also uses the Team Messaging feature frequently to keep lines of communication open throughout the team. Since using When I Work, Josiah has seen an increase in employee accountability, improved team communication, and says, “[It] saves a lot of time!” when putting together the weekly schedule. With the time that he’s saved each week using When I Work, Josiah can ensure patients are receiving the highest level of care and the practice can focus on its mission to relieve pain, retrain movement, and restore function for every patient.

Products Used

Scheduling
Team Messaging

500

No. of Employees

Locations

Hours Saved Per Week

Scheduling software saves medical center 10 hours a week

500

No. of Employees

Locations

Hours Saved Per Week

Michael chose When I Work for Kaiser Permanente Woodland Hills Medical Center because of how easy and intuitive the app is to use.

"It’s very effective for communicating with employees that are mobile."

– Michael Bruse , Managerial Senior Consultant

Michael Bruse is the Managerial Senior Consultant at Kaiser Permanente Woodland Hills, part of the Kaiser Permanente healthcare network. Prior to using When I Work, it would take Michael’s team over 40 hours across 8 managers to complete the weekly schedule using a custom spreadsheet. While it was an okay solution, Michael and his team found that it was causing duplication of shifts and made it diicult for everyone to see shis once they were assigned. Michael chose When I Work for Kaiser Permanente Woodland Hills Medical Center because of how easy and intuitive the app is to use. He says, “Review user ratings in the app store. This program gets very high ratings for friendliness.” Michael finds this to be especially true for his mobile users, saying, “It’s very eective for communicating to employees that are mobile. His team has saved over 10 hours every week using When I Work for their scheduling needs. This has enabled better communication amongst his team, filled shis seamlessly, and reduced headaches related to updating a spreadsheet every week. Additionally, Michael has seen great value in using When I Work across the Woodlands Hills Medical Center citing labor cost savings, time savings, improved team communication, as well as increased employee satisfaction. With the time they’re saving using When I Work, Michael and his team can now focus on ensuring patients receive the best possible care at Kaiser Permanente Woodland Hills Medical Center.

Products Used

Scheduling

Healthcare facilities we schedule

In-Home Healthcare

Clinic

Assisted Living

Hospital

Care Center

Pharmacy

Rehab Center

Veterinary

Nursing

Animal Care

Dental Practice

Scalable Work Schedule Maker

Built to scale across single or multiple locations.

When I Work is easy to adopt for teams of any size, and is built to scale across one or many locations. Start with a single location or team today, and scale to hundreds within weeks.