Creating schedules for your healthcare organization isn’t easy. Fortunately, healthcare scheduling software allows you to digitize and streamline the entire scheduling process.
Working in the healthcare industry means keeping up with a fast-paced environment and round-the-clock responsibility. Nurses are constantly on the go, caregivers are running from location, and employees at independent practices wear many hats throughout a shift.
Fortunately, healthcare staff scheduling software can make the process much easier. Take a look at my top 10 picks of 2024 to simplify the scheduling process and streamline team communication.
If you don’t have the time to read through our research, jump down to our quick comparison table.
Our Top Picks
-
Best all-in-one healthcare scheduling software
-
Good for managing time off
-
Good for managing labor costs
Why trust us?
Our team of unbiased software reviewers follows strict editorial guidelines, and our methodology is clear and open to everyone.
See our complete methodology
29
Tools considered
19
Tools reviewed
8
Best tools
chosen
How I Chose the Best Healthcare Scheduling Software Systems
There are a ton of healthcare scheduling software on the market, so here are the main features I looked for when choosing my top 10 picks:
Important product features
- Drag-and-drop scheduler: The best scheduling software has drag and drop capabilities so you can create schedules in a fraction of the time using preexisting scheduling templates. This capability simplifies and speeds up the scheduling process so you can spend less time on administrative tasks.
- HIPAA compliance: HIPAA compliance is incredibly important to ensure that private patient data is kept safe and secure and to keep your organization in compliance.
- Auto-scheduling: This feature automatically generates schedules based on availability, preferences, and business needs to speed up the scheduling process and eliminate manual scheduling.
- Time and attendance tracking: The software should accurately track the number of hours worked, breaks, and overtime with a user-friendly mobile time clock.
- Customizable shifts: You should be able to create custom shifts and rotations to match your organization’s unique needs. This enables you to optimize staffing levels, reduce overtime costs, and improve patient care.
- Employee self-scheduling: Scheduling software that allows your healthcare staff to claim or request shifts can reduce scheduling conflicts and improve employee satisfaction. This feature can also help with shift coverage during times of high demand or unexpected absences.
- Skill tracking and certification management: Managers should be able to track staff skills and certifications and ensure that all employees are qualified and up-to-date.
- Reporting and analytics: Reporting and analytics capabilities give you insight into staffing levels, overtime costs, and other key metrics. These reports can help you identify trends and optimize scheduling.
- Internal communication: Employees should be able to communicate with each other and to their managers directly from the software to discuss any shift-related matters or scheduling conflicts.
- Reminders and notifications: Automatic reminders and notifications keep everyone i the known and on the same page. Notifications regarding shift-related updates, approvals, new open shifts, and shift requests are particularly helpful.
I also looked for usability features like:
- Mobile access: The software should be accessible via mobile devices so staff can view their schedules and request changes on-the-go.
- Ease of use: It should be intuitive and have a user-friendly interface. Staff shouldn’t need excessive training and managers should be able to quickly get the software up and running.
10 Best Healthcare Scheduling Software of 2024
-
Connecteam — Best all-in-one healthcare scheduling software
Connecteam is the best all-in-one healthcare and hospital scheduling software, specifically designed to create, assign, and oversee shifts for your entire organization.
Why I chose Connecteam: First off, Connecteam is HIPAA compliant which is already a major win. This ensures that your organization remains in compliance and that all personal health information stored or mentioned within the app is kept safe and secure, and only available to authorized individuals.
Connecteam also offers an easy, customizable employee scheduler, which means you don’t need much training to use it. No matter what location an employee is working from, they feel a part of the team, preventing them from feeling isolated.
Let’s take a closer look at how Connecteam can help you with scheduling:
Smart drag-and-drop scheduling
Connecteam’s employee scheduler allows you to create schedules for your healthcare workers in minutes with an intuitive drag-and-drop interface. You can create recurring shifts and allow one-click shift swapping. Everything is clear, thanks to visual cues and intelligent color coding.
You can also quickly import your existing schedule from an Excel file or create shift templates for specific jobs or locations.
Connecteam lets you schedule employees by their preferences, availability, and qualifications. Or, you can create open shifts that any employee can claim. Whether working with nurses, orderlies, or medical assistants, all team members can communicate and request to swap shifts with coworkers, and you can review and approve these requests in seconds.
Additionally, you can share read-only schedules with clients, such as hospitals or other healthcare facilities, through a sharable link, ensuring they are always informed about staff availability and shift assignments.
Auto-scheduling to eliminate manual scheduling
Connecteam’s auto-scheduling feature allows you to make employee schedules in seconds. You can predefine in the app how many staff you need per shift as well as which roles, and the auto-scheduler will create the schedule for you, taking into consideration employee availability, preferences, skillsets, and business need.
You can also easily make any changes manually if you need, drastically speeding up the scheduling process.
Advanced break, overtime, and time off management
Connecteam’s break management software lets you set custom rules for breaks and overtime. It will also automatically add break and overtime hours to your team’s schedules and calculate break and overtime pay.
Likewise, Connecteam helps you manage anything you need to handle time off management, like PTO, sick leave, and other absences based on your organization’s custom accrual rules.
Automatic flagging of scheduling inconsistencies
Connecteam prevents costly scheduling mistakes by alerting you when there are scheduling conflicts and inconsistencies.
For example, if you accidentally schedule a nurse for two shifts in a day, the software automatically flags the mistake for you.
Connecteam is HIPAA compliant, ensuring patient information is kept safe and secure
I love that Connecteam has gone the extra mile to officially acquire HIPAA compliance. This means that you and your staff can legally and safely talk about, share, and store pertinent patient information within the app.
Whether two healthcare workers need to securely discuss a patient through online team chat or store important patient documents within the app, Connecteam ensures that all information is kept private so your organization remains compliant with HIPAA regulations. You can also edit user access so only authorized individuals can view specific chat logs, documents, and other files.
Notifications and alerts
You can create customizable notifications and alerts. Notify employees immediately when their schedules are published, as well as schedule updates, changes, or requests.
You can also set the app to send you notifications when team members accept and reject shifts, complete shift tasks, or don’t clock in or out from their shift on time. This helps you stay on top of your staff and take action immediately when needed.
GPS-enabled employee time clock
With the employee time clock, employees can clock in and out of shifts right from their mobile devices with just a tap. The time clock is also enabled with GPS-tracking so you can verify employees’ on-the-clock locations.
You can also set up geofences around job sites to prevent workers from clocking in or out if they aren’t at the correct facility. The app will also send employees reminders to clock in when they arrive at the site and a reminder to clock out when they leave.
If you want to set up one-time clock for your team at a particular job site, Connecteam can also act as a time clock kiosk app so multiple employees can punch in and out from a shared device.
This might interest you: Check out our list of the best free online time clocks.
Forms, checklists and notes for shifts
When creating schedules, you can add notes, documents, digital forms and checklists to shifts. That way, all your healthcare workers have all the information they need to get their jobs done, right at the start of their shift and reduce back-and-forth communication.
Stay in touch with your team with in-app chat and newsfeed
Connecteam makes it easy for you and your healthcare workers to stay connected no matter where you are. It has a built-in online team chat for both one-on-one and group conversations, where you can share files, videos, images, and audio notes in messages.
This scheduling software for healthcare also includes a social-media style newsfeed for updates and announcements. It’s easy to create important announcements and share engaging updates with your entire clinic at once. View who has viewed your messages, schedule posts in advance, and enable or disable comments.
And so much more…
In addition, Connecteam offers a document management system, effective employee training software with onboarding, surveys and live polls, an employee knowledge base, and more.
Connecteam’s premium plans start at only $29 per month for up to 30 users, and small healthcare organizations with fewer than 10 users can access the app completely for free.
Note: These prices do not reflect the additional fee of adding HIPAA compliance to an account.
Connecteam also offers a free for life plan – Try Connecteam here!
Key Features
Pros
Intuitive and easy to use
All-in-one solution
Great customer support
Budget-friendly
Cons
More third party integrations in development
Pricing
Free-for-life plan availablePremium plans start at $29/month for 30 users
14-day free trial, no credit card required
Start your free trial -
Sling — Good for managing time off
Sling is a versatile healthcare scheduling software that provides comprehensive solutions to the complex scheduling needs of hospitals and healthcare clinics.
Why I chose Sling: Sling enhances efficiency, communication, and staff management, helping healthcare providers deliver high-quality care to their patients. Below are the detailed scheduling features of Sling and how they benefit healthcare settings:
Employee scheduler for shift planning and distribution
Sling offers an intuitive shift planning scheduler that allows managers to create and distribute schedules. You can create recurring shifts, too, so you don’t need to create the same schedule week after week.
Managers can assign shifts based on staff availability, qualifications, and workload balance, and Sling ensures that each shift is optimally staffed, alerting you if a position is not filled.
Time-off requests and availability management
With Sling, healthcare professionals can submit their time-off requests directly through the app. This centralized system simplifies the process of managing leave requests so that staffing levels remain adequate even during peak times.
Additionally, employees can set their availability and work preferences so managers can schedule shifts around their team’s preferences and obligations.
Employee time clock to track employee hours
Sling’s time clock is easy to use and accurate to the second, allowing healthcare staff to clock in and out using their mobile devices. This way, you can accurately track employee hours, manage the payroll process with ease, and remain in compliance with labor laws.
Shift swap and open shift management
Employees can easily swap shifts among themselves, subject to managerial approval.
Additionally, Sling’s open shift management allows managers to post unfilled shifts, which employees can pick up voluntarily, ensuring that all shifts are covered without overburdening individual staff members.
Real-time communication tools
Sling offers messaging and automatic notifications, so healthcare team members can instantly communicate with each other and their managers.
Any changes to the schedule, important updates, and urgent messages are easily shared, keeping everyone informed and enabling quick adjustments to staffing or patient care plans. Sling also offers a bulletin board for posting announcements and essential documents so you can reach your entire team at once.
I love how easy it is to create a schedule and see what employees are not available, it makes completing the schedule painless and quick. I also love that you can complete it as non-published then once you are ready publish it to your employees.
Customer service usually doesn’t have an answer for you – although they are polite – I wish that some of these bugs we encountered were ironed out sooner than later.
Key Features
- Employee scheduler
- Time clock
- Task management
- Labor cost management
Pros
- Good for large teams
- Instant notifications
Cons
- Not flexible for very part-time or seasonal workers
- Users report bugs can be difficult to resolve
Pricing
Starts at $1.70/user/month Trial: Yes — 15-day trial Free Plan: Yes — Up to 50 users
-
Deputy — Good for managing labor costs
Deputy’s scheduling features go beyond simple shift filling, offering a solution tailored to the unique needs of hospitals and clinics.
Why I chose Deputy: From automated scheduling that respects staff preferences to real-time communication and compliance tracking, Deputy helps healthcare facilities optimize their workforce and deliver exceptional patient care.
Automated scheduling for efficiency and compliance
Deputy takes the guesswork out of scheduling by offering automated scheduling based on pre-defined rules. The software factors in staff skills, certifications, and availability to ensure qualified individuals are assigned to each shift while respecting their preferred working hours.
It also offers auto-scheduling features to make schedules for you. Deputy considers all necessary factors, like employee availability, complex labor laws, overtime, and more, helping healthcare facilities maintain compliance.
Streamlined shift management for flexibility and control
If you want to create schedules manually, you can simply drag and drop staff names into designated shifts. Frequently occurring schedules can be saved as templates for reuse, saving valuable time and ensuring consistency.
Attaching notes to specific shifts allows for clear communication of important information like patient details or handover instructions, allowing for smooth shift transitions.
Set work preferences and claim open shifts
Deputy allows employees to set their availability preferences directly within the app, ensuring their schedules align with their personal needs.
Open shift bidding allows qualified staff to claim shifts that match their skills and preferences, increasing flexibility and filling gaps. Staff can also request and negotiate shift swaps directly with colleagues, allowing for a more flexible scheduling system.
Accurate time tracking and compliance assurance
Deputy ensures accurate timekeeping and adherence to regulations with its integrated time tracking features. Use Deputy’s mobile app to track healthcare staff hours, eliminating manual errors and streamlining payroll processing.
Deputy also sends automatic break reminders to staff to prevent burnout. Additionally, Deputy helps manage overtime expenses by setting alerts and restrictions on excessive shift lengths, keeping labor costs under control.
Reporting features for better decision-making
You can keep track of staff skills and certifications in the app to ensure the medical professional with the necessary expertise is assigned to the right task. You can also analyze labor costs associated with different scheduling decisions to optimize budget efficiency.
Generate reports on staffing trends, overtime, and compliance to gain valuable insights and make data-driven decisions that improve operational effectiveness.
Relevant integrations
Deputy offers several useful integrations for healthcare organizations, including:
- Quickbooks Online
- Gusto
- BambooHR
- AllaraGlobal
- IntelliHR
I’ve used the software for over a year now and it makes my day to day life as an independent contractor a breeze. I can grab shifts posted by the managers shortly after they’re published and can offer them up or swap them easily if I can no longer work a taken shift.
In the past 2 years Deputy has gone through a few updates where they changed the location of certain functions and did not have a tutorial on where to find the moved functions. Additionally, some of our employees work overtime and Deputy will not add them to the schedule if they have more than 40 hours.
Key Features
- Automated scheduling
- Time tracking
- Time clock app
- Shift swaps
Pros
- Helpful integrations with other software
- Displays the time in other time zones
Cons
- Sometimes a lag when creating schedules
- Not document storage feature
Pricing
Starts at $4.5/user/month, for Scheduling or Time & Attendance Trial: Yes — 31-day Free Plan: No
-
QGenda — Good for integrating with EMR systems
QGenda is a leading healthcare scheduling software designed to streamline the complex scheduling processes within medical facilities.
Why I chose QGenda: Qgenda offers automated scheduling that takes into consideration employee preferences, skill sets, and availability, significantly reducing manual effort and scheduling conflicts. Its features support on-call scheduling, shift swaps, leave management, and even offers a neat tool to maximize exam room utilization, all within a user-friendly interface.
Additionally, Qgenda integrates with major electronic medical records (EMR) systems, ensuring seamless information flow between scheduling and patient care records. Healthcare providers can easily access both scheduling information and patient data in one place, reducing the risk of errors and facilitating more coordinated patient care.
Key Features
- Workforce scheduling
- On-call management
- Compensation management
- Schedule automation
Pros
- Easy to use
- Lots of reports available
Cons
- Can’t track all changes
- Can’t request time off if the schedule has already been made
Pricing
Contact vendor for pricing Trial: No Free Plan: No
-
Rotageek — Good for predictive scheduling
Why I chose Rotageek: Rotageek offers a digital employee scheduler, auto-scheduling features, as well as a forecasting tool that predicts patient demand to optimize staff schedules.
The predictive scheduling tool leverages historical data and AI to forecast staffing needs, helping to ensure that healthcare facilities are neither understaffed nor overstaffed. It takes into account various factors such as patient volume, seasonality, and staff availability to create efficient schedules ahead of time.
Another feature I like is Rotageek’s shift-swapping capability, which employees can use through the app. Employees can autonomously manage their shifts, swap with each other, or pick up extra hours. Rotageek will even automatically suggest swap options to eligible employees based on their skills, working hours preference, and compliance with working time regulations.
Key Features
- Predictive scheduling
- Compliance management
- Shift swapping
- Attendance tracking
Pros
- Dynamic and customizable
- Intuitive interface
Cons
- Notifications could be better
- Users have noted the mobile app can be a bit slow
Pricing
Contact vendor for pricing Trial: No Free Plan: No
-
OnShift — Good for easy shift swapping
OnShift’s scheduler has an intuitive drag-and-drop setup, so managers can quickly put people’s names in shifts where they fit best, with a clear overview of employee availability and preference.
Why I chose OnShift: When a schedule is published or updated, employees receive instant alerts on their mobile devices so they stay informed about their work hours and any changes.
The scheduler also incorporates an auto-scheduling feature, which uses predictive analytics to forecast staffing requirements for each shift. By analyzing trends in staffing needs, patient volume, and employee preferences, OnShift can automatically generate schedules that optimize organizational needs.
Plus, if someone needs to swap a shift, they can post it in the app. Other team members can pick it up, with managerial approval.
Key Features
- Employee scheduler
- Attendance tracking
- Labor management
- Overtime tracking
Pros
- Integrations with popular HR software
- User friendly interface
Cons
- Mobile app has less features than the desktop version
- No offline mode
Pricing
Contact vendor for pricing Trial: No Free Plan: No
-
SmartLinx — Good for reducing labor costs
Available on
- Web
- iOS
- Android
SmartLink is a complete healthcare management software that helps healthcare facilities reduce labor costs and streamline operations.
Why I chose SmartLink: The employee scheduler comes with predictive, auto-scheduling capabilities and helps you save costs on labor by suggesting cost-effective shift replacements. The software also comes with human resource and payroll management capabilities, applicant tracking, mobile shift management, and time and attendance tracking.
However, there have been some user reports of technical glitches and system malfunctions, which can disrupt operations and cause delays.
Key Features
- HR has a full overview of time off, payroll questions, salaries, etc
- Assists employees with understanding their schedule better
- Encourages engagement
- Edit requests in real-time
Pros
- Easy to implement
- Good customer support
Cons
- Unintuitive user experience
- Limited capabilities
Pricing
Contact vendor for price Trial: No Free Plan: No
-
Shiftboard — Good for distributing overtime fairly
Created by Shiftboard, ScheduleFlex is designed with healthcare in mind.
Why I chose ScheduleFlex: ScheduleFlex is a flexible software that helps share information across your organization, updates workers when there are open shifts, and offers mobile access.
With Shiftboard, managers can create schedules quickly and send them to their staff right away, and employees can trade shifts with or without manager approval. It is one of the more cost effective options on the market, providing a vast number of tools and features for less than some of its competitors.
Key Features
- Flexible scheduling
- Qualified workers are automatically assigned shifts for their skillset
- Create smart groups for employees
- Communicate by department or individual
Pros
- Employee self-service options
- Easy to learn
Cons
- Poor customer service
- Insufficient reporting options
Pricing
Contact vendor for price Trial: No Free Plan: No
Compare the Best Healthcare Scheduling Software Systems
| Topic |
Start for free
|
|
|
|
|
|
|
|
|---|---|---|---|---|---|---|---|---|
| Reviews |
  |
|
|
 |
|
|
|
|
| Pricing |
Starts at just $29/month for the first 30 users
|
Starts at $1.70/user/month
|
Starts at $4.5/user/month, for Scheduling or Time & Attendance
|
Contact vendor for pricing
|
Contact vendor for pricing
|
Contact vendor for pricing
|
Contact vendor for price
|
Contact vendor for price
|
| Free Trial |
yes
14-day
|
yes
15-day trial
|
yes
31-day
|
no
|
no
|
no
|
no
|
no
|
| Free Plan |
yes
Free Up to 10 users
|
yes
Up to 50 users
|
no
|
no
|
no
|
no
|
no
|
no
|
| Use cases |
Best all-in-one healthcare scheduling software
|
Good for managing time off
|
Good for managing labor costs
|
Good for integrating with EMR systems
|
Good for predictive scheduling
|
Good for easy shift swapping
|
Good for reducing labor costs
|
Good for distributing overtime fairly
|
| Available on |
Web, iOS, Android
|
What is Healthcare Staff Scheduling Software?
Healthcare scheduling software is a digital tool designed to help medical facilities manage their staff schedules, patient appointments, and room bookings efficiently. It streamlines the process of assigning shifts, reduces scheduling conflicts, and ensures optimal staffing levels to meet patient care demands.
By automating these tasks, the software improves operational efficiency, enhances patient satisfaction, and supports a better work-life balance for healthcare professionals. It’s essential for maintaining a smooth and effective healthcare service delivery.
How Does Healthcare Staff Scheduling Software Work?
Medical staff scheduling software automates the creation of work schedules. It helps automate the process by matching staff availability, qualifications, and workload with organizational needs. The software allows managers to quickly assign shifts, manage time-off requests, and adjust schedules in real-time. The software also provides staff with access to view and swap shifts.
By analyzing staffing requirements and trends, the software ensures optimal coverage for patient care, improving efficiency and reducing manual scheduling errors, making healthcare operations smoother and more responsive.
Benefits of Healthcare Scheduling Software
- Increased efficiency: The software automates scheduling tasks, saving time and reducing manual errors.
- Optimized staffing: The right staff are scheduled based on skills, certifications, and patient care needs, improving service quality.
- Reduced overtime costs: Manages work hours more effectively, minimizing the need for overtime.
- Improved staff satisfaction: Healthcare scheduling software allows staff the flexibility to view schedules, request time off, and swap shifts easily, leading to higher job satisfaction and retention.
- Enhanced communication: Facilitates better communication between management and staff through notifications and messaging features. This comes handy for schedule changes, but also when training with LMS for healthcare staff.
- Compliance management: Helps comply with labor laws and healthcare regulations by tracking work hours and ensuring appropriate staff-to-patient ratios.
- Data-driven decisions: Provides analytics and reporting tools for managers to make informed decisions regarding staffing needs and operational improvements.
- Accessibility: Offers mobile access, allowing staff and managers to manage and vie
How Much Does Healthcare Staff Scheduling Software Cost?
The cost of healthcare staff scheduling software varies widely based on features, user count, and service level. For example, Shiftboard, tailored for larger operations, typically starts at a higher price point, with quotes available upon request, indicating a custom pricing model based on the specific needs and scale of the healthcare facility.
Connecteam offers a free plan for small teams and paid plans starting at $29 per month for up to 30 users. This range shows the software can fit various budgets and requirements. Connecteam also doubles as the best time tracking tool for healthcare.
Get started with Connecteam for free today!
FAQs
What is the best healthcare scheduling software?
This is a completely subjective question and it really depends on your organization’s needs and budget. Take a look at the list I’ve included above and find the best fit for your business.
Does my hospital need hospital scheduling software?
Yes, it’s incredibly difficult and inefficient to manage hospital staff schedules with pen and paper, texting, or via email. Large groups of staff require software to get the job done right.
The Bottom Line on Healthcare Scheduling Software Systems
Scheduling software is an essential tool for healthcare facilities to make the scheduling process easier. Scheduling software provides a solution for organizations that struggle with shift allocation and schedule distribution. Ultimately, this improves patient care and creates better outcomes.