Everything You Need to Know About Healthcare Staff Scheduling Software

Scheduling is a fundamental need for healthcare professionals, and it helps keep your top employees engaged and retained. And when you work in the healthcare industry, you know you need to keep up with a fast-paced environment and round-the-clock responsibility. Nurses are constantly on-the-go, caregivers are running from location-to-location to work with patients, and employees at independent practices wear many hats throughout a shift. 

What you need is a flexible and affordable medical staff scheduling software that is guaranteed to simplify the scheduling process and communication of healthcare professionals shift schedules.

What is healthcare staff scheduling software? Medical staff scheduling software automates and optimizes the scheduling process in terms of creating and maintaining employee schedules for health care employees. 

Key features to look for in medical staff scheduling software:


  • Customization

A flexible scheduling solution takes on all related complexities that nurses face in order to optimize the workforce. You don’t want scheduling software that can just scale, but also can tolerate all scheduling-related preferences, rotations, and last-minute updates. The shift of a healthcare professional is rarely static, instead, it changes constantly, from shift to shift

  • Available on mobile

Being a healthcare professional means you’re mobile by nature because you’re on your feet all the time. A healthcare staff scheduling software that is only accessible by desktop or is an in-house logging system, just won’t be efficient. 

Mobile functionality is a crucial feature that can empower your staff. Solutions must be easily accessible and encrypted on all personal laptops and smartphones while allowing healthcare professionals the ability to easily make requests, receive notifications, and communicate with one another.

  • Admin oversight

It’s true that medical staff scheduling software does reduce the need for managerial oversight, the software does however also equip managers with an extra set of eyes. There are some scheduling software solutions that requires managerial permission setting so that employees can freely insert their scheduling preferences while still has that oversight through approval processes.

healthcare professionals schedule meme

  • Employee monitoring

All medical staff scheduling software monitors employee activity in some form. Even basic scheduling solutions can track and store an employee’s days off, paid time off, and overtime. Whereas the more advanced scheduling software solutions analyze those same metrics to add more context for HR departments to help identify trends and other data.


  • What are the benefits of using healthcare staff scheduling software?

    Optimization and automation of staff scheduling 

Automation significantly helps to simplify tasks like tracking compliance and monitoring overtime and absences. Plus, both managers and staff avoid the mess of creating a shift assignment, reduce unwanted overtime, lower possibility of no-shows, and receive full visibility into their teams’ schedules and conflicts.

  • Improved communication 

Poor communication leads to many serious problems such as employees quitting, poor customer service and more. 

Forbes found that two of the top five reasons employees are unhappy at their job is due to communication issues. Using Connecteam’s scheduling app with built-in communication features makes it so much easier for managers and employees to stay on the same page through sharing updates and filling open shifts quickly

  • Higher employee engagement and morale 

When you have a schedule that works for all your employees and services the needs of your patients, then everyone can walk away happy and engaged. Instead of miserable, low energy and skipping a shift just because it doesn’t fit their work-life balance. 

"Scrubs" TV show nurses

  • Reduced costs

Nurse scheduling software significantly decreases how long it usually takes to create and maintain shift schedules, plus it helps to minimize employee turnover. When your nursing team feel like their scheduling preferences have been taken into account and they’re not stretched too thin, they will be far less stressed and won’t burnout. After all, less burnout leads to less turnover, which means you spend less money on recruiting, on-boarding, and training new hires. 

  • Compliance with labor laws and medical certifications

Connecteam’s software complies with state and local labor laws, like overtime and sick leave, so you can create a schedule that truly works for everyone. 


Why so many companies choose Connecteam as their nurse scheduling software: 

  • Easily create a schedule that works for everyone

In a single click, you can quickly add shifts and publish to all your employees. Create single, multiple or team shifts, and upload shift bulks with an Excel file. Plus, the calendar view, drag & drop options, and ability to copy last week’s shifts, you save a ton of time on creating and organizing so you can focus on the big picture. 

Connecteam healthcare staff scheduling tool

  • Set recurring shifts

If you need to create recurring shifts or dispatch jobs, Connecteam has you covered! View the schedule by employees or shifts so that you can decide what will work best for everyone. Once schedules are published, your employees receive an automated notification so they are up to date about when they need to clock in. 

  • Status updates

When your nursing staff has to make house calls or provide in-care services, Connecteam enables GPS status updates. Customize the status updates for your employees when they check-in at the location and can report once the work is completed. Each status update also pins the employee’s current location using GPS mapping.

  • Smart groups

Scheduling healthcare professionals requires the right person being scheduled for the right client or patient. With Connecteam, you can create smart groups to organize your employees or you can also use different segments. Segments are comprised by smart groups. In a nutshell, smart groups help automate your work. Smart groups helps you assign users to a certain group, automatically add and delete people from Team Chats and more. 

  • Custom fields

With Connecteam, you can also use custom fields on an employee’s user profile as a smart way to identify and group your workforce. So add certifications, skills and more relevant information to a profile so when creating a schedule, you can filter by custom fields to ensure the right employees are added to the schedule. 

  • A connected staff

Schedule changes shouldn’t come in the way of providing excellent patient care. With Connecteam, your employees can request shift swaps, grab open shifts, and check schedule updates, all from their smartphones.

  • More job information

Make sure your staff has all the necessary information to provide exceptional service. Each shift has the ability to include the location for quick navigation, notes with free text description and file attachments. 

  • Reduce overtime 

Connecteam automatically warns managers when schedules create overtime or an employee falls into overtime, while also allowing managers to set custom scheduling rules that follow regulation and their company’s needs.

  • Predictive scheduling 

With updated and real-time employee data available at the click of a button, managers can actually anticipate scheduling needs, create realistic plans, and provide consistency to their staff.

  • In-app chat and directory

Connecteam’s medical staff scheduling software has chat and a work directory integrated into the software so employees save time on gaining related information and contacting the right manager when needed. 

  • Affordable like no other

Connecteam is the only nurse scheduling software that doesn’t charge you per user, instead you pay a fixed monthly fee starting at $29/month for up to 200 users. And if you need more users, there’s a fixed Enterprise plan as well. Start with a free plan now to test out Connecteam’s scheduling features! 

Connecteam makes scheduling a breeze for healthcare professionals. From automating scheduling processes to streamlining communication and so much more. Find out why so many healthcare agencies choose Connecteam as their scheduling solution!

Connecteam makes scheduling easy

Quickly and easily schedule shifts and dispatch jobs with the only scheduling app that offers true shift collaboration. Save time and money with Connecteam and perfect your scheduling process for your healthcare professionals. Find out more about Connecteam’s scheduling features!

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