Transforming Shift Management Innovations in Nursing Workflow

Industry

FinTech (Banking)
Services

Software Development
Business Type

B2B
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Customer

The client is a multi-specialty hospital in Canada managed by a Trust since 1967. With 400 beds and 2000 employees managing 30,00 ER visits, 14,000 surgeries, and 21,000 inpatient admissions annually.

Challenge

Nurses and staff faced difficulty signing up for shifts using the existing workforce scheduling solution, managing it all through traditional methods like registers.
The Nurse administrative staff had to manually enter the nurse’s shifts before creating a detailed schedule, which increased their administrative workload.
Staffing coordinators needed clear visibility and ease to adjust the nurse schedules. They also needed a more effective way to create, manage, and compensate for the shifts day and night.
The hospital wanted to increase nurse engagement and create work satisfaction to create a healthy work environment.

Solution

NineHertz team has designed and developed a scheduling Mobile application for the hospital nurses to manage the residents and also allow them to synchronize the workflows of in-house staff with the following elements:

Nurse Profiles –

Allows registered nurses and other Admin staff to create a detailed profile within the app.
Shift Search –

The Nurse Managers and the nurses can search for available shifts based on location, date, time, and specialty.
Shift Booking –

The hospital can post the staffing requirements, available shifts, skills, and job descriptions. For nurses, they can show their availability and also book a shift according to the hospital’s requirements.
Availability Calendar –

Both healthcare professionals and facilities maintain and update the availability calendar for easy scheduling.
Shift Management-

Facilities can manage the available shifts, review applications from the nurse, and approve job requests.

Keeping the elements as our main focal approach we created an easy-to-use user interface to help our client mainstream the staffing solution. We incorporated the following features:
Master Schedule Creation:

Nurse managers use an Application to create the master schedule.

The Application automatically considers:
- Availability of nurses.
- Licenses and skills of each nurse.
- Preferences of the nurses.
- Time-off requests are based on predefined rules.
Self-Scheduling Process:

Once the master schedule is created, nurses and staff engage in self-scheduling. They can sign up for open shifts that match their licensure and qualifications.
Nurse Manager’s Review:

After self-scheduling is complete, the nurse manager reviews the schedule. The aim is to balance the workload distribution among the staff. Ensures proper coverage for all shifts.
Day-to-Day Adjustments:

Staffing coordinators are responsible for managing day-to-day adjustments.

Adjustments may be needed due to:
- Call-outs.
- Fluctuations in patient census.
- Other changes in supply and demand.
Real-time Notifications:

Open shifts are dispatched to qualified staff in real time. Staff members receive notifications about open shifts.

Results & Impact

A nurse scheduling mobile application proves to be an efficient way of streamlining schedule creation and management while increasing nurses’ autonomy.
Real-time visibility enables the administrative staff to ensure adequate shift coverage, reduce burnout, and optimize patient care.
Mobile application is effective for nurses to sign up for partial and incentive shifts and note preferences and special considerations improving nurse engagement and satisfaction.
One-click reporting makes it easy to track on-call nurses, callouts and floats for accountability and more balanced scheduling.