All-In-One software for Hospital Workforce Management with Staff Scheduling, Time and Attendance, Absence Management, HR Management and many other functionalities.
Hospital Employee Scheduling Software
- · Create and Optimise Rosters
- · Automate Workforce Administration
- · Reduce Overtime and Absenteeism
- · Increase Employee Engagement
- · Maximise Productivity and Cut Costs
- · Ensure Regulatory Compliance
Softworks helps Hospitals deliver high-quality and cost-effective care while focusing on your most important resource – your people. Our software is specifically designed for Hospital Employee Scheduling, Time and Attendance, Flexible Working, Absence Management and more with integration into all major HR and Payroll systems.
We provide a completely automated workforce management solution to help you manage complex rostering, drive efficiencies, cut costs, reduce absenteeism and ensure regulatory compliance.
Benefits of Workforce Management Systems
- Track, record and manage staff Time and Attendance.
- Create and optimise Staff Schedules/Rosters across all job functions, wards and teams.
- Schedule Staff in line with Patient Acuity levels.
- Install advanced Clocking Systems e.g. Face Recognition Terminal with fever detection.
- Securely store and manage employee information by using the HR module.
- Manage and track Holidays and Absences of any type.
- Automate workforce administration and free up time for your managers.
- Make sure staff Skills, Training and Certification are up to date.
- Allow staff to clock in, view rosters, request time off and more via Employee Self-Service App on mobile or desktop.
- Produce a wide range of reports on all aspects of your workforce.
- Eliminate errors associated with paper-based scheduling and timesheets.
- Ensure compliance with local legislation and Health and Safety regulation.
- Integrate with all leading ERP, Payroll and Accounting Systems.
- Automate workflows and set up triggered alerts.
Areas We Help
Hospital Clocking Systems
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Take the first step towards a complete workforce management solution. Talk to us today!
Providing exceptional patient care begins with an expertly managed workforce.
Efficient staff scheduling is the foundation for quality care, operational efficiency, and employee satisfaction in the dynamic healthcare sector—where every moment counts and every decision affects patient care.
Coordinating doctors, nurses, and support personnel across a 24/7 operation is a complex task fraught with unpredictable demands and strict regulatory requirements.
Our Hospital Employee Scheduling Software is a robust, intuitive, and highly configurable solution designed to turn these challenges into streamlined, efficient, and people-focused operations. We believe that a well-managed workforce is the bedrock of exceptional patient care.
Our Hospital Workforce Management Solution
Softworks Workforce Management (WFM) solutions automate the myriad of tasks that often bog down HR and managerial teams – from time and attendance tracking to absence management, flexitime, and skills tracking.
By moving these critical activities from manual spreadsheets and emails to one central, intelligent system, Softworks not only saves invaluable time and improves data accuracy but also significantly boosts employee engagement.
This is not just about efficiency; it’s about empowering your hospital to deliver the right care, at the right time, every single day.
Trust Softworks with your Workforce Management
With decades of global experience, Softworks is your trusted partner in navigating the complexities of modern healthcare workforce management.
Our comprehensive approach achieves optimal operational efficiency and a truly engaged workforce.
Our Healthcare Employee Scheduling software transforms complex Clinical Staff Rostering into a strategic function, directly supporting patient safety and quality outcomes.
What is Hospital Workforce Management Software?
Hospital workforce management software is a specialised digital platform designed to help hospitals optimise the deployment of their most vital resource—their people.
At Softworks, we understand that in the healthcare sector, effective staffing is not merely an administrative task; it is critical for ensuring patient safety, quality of care, and cost control.
Our software goes beyond basic time tracking to provide a comprehensive solution for eRostering, Time & Attendance, Patient Acuity, and Absence Management.
Primed for Acuity-Based Staffing
Unlike generic systems, Softworks is engineered to handle the unique complexities of a 24/7 hospital environment, such as managing multi-disciplinary teams, complex shift patterns, and union agreements.
A key differentiator of our solution is Acuity-Based Staffing. Instead of rostering based solely on patient numbers, Softworks allows you to align nursing resources with actual patient dependency and care needs.
This ensures you always have the right staff, with the right skills and certifications, in the right place at the right time. This precision helps hospitals significantly reduce reliance on expensive agency staff and minimize unnecessary overtime.
Ensuring Complaince and Safety
Compliance and safety are non-negotiable in hospitals. We automate adherence to complex legislation—such as the European Working Time Directive—and track employee skills and training expirations to ensure your facility remains audit-ready.
Furthermore, our Employee Self-Service App empowers your staff to view rosters, swap shifts, and request leave from their mobile devices, helping to boost engagement and retention in a sector facing high burnout rates.
With Softworks, you can reduce administrative burdens and focus on what matters most: delivering exceptional patient care.
Key Features of Our Hospital Employee Scheduling Software
In the fast-paced hospital environment, every feature of your scheduling software must contribute to seamless operations and superior patient outcomes.
Our Softworks Hospital Employee Scheduling Software is packed with powerful functionalities engineered to meet these demands, allowing your teams to focus on what they do best: care.
Core Scheduling and Workforce Alignment
Automated Scheduling and Rostering for Clinical Staff Rostering
Our Automated Scheduling and Rostering capabilities eliminate the time-consuming and error-prone manual processes that often rely on spreadsheets and paper.
Our system intelligently generates optimal schedules at the touch of a button, aligning staff with demand, required skill mix, and even employee preferences. This is crucial for managing even the most complex rosters across various departments, teams, and multiple locations, accommodating variable start and finish times, rotating patterns, and overtime.
Create schedules weeks, even months, in advance, and provide stability for your staff and foresight for your management. This process is the foundation of efficient Clinical Staff Rostering.
Specialist Skill Matching
Our robust Skills & Training Management module is a game-changer for hospitals, meticulously tracking employees’ skills, training, and qualifications, including crucial certifications.
The module ensures that all assigned personnel have the correct expertise, enhancing both patient safety and care quality, facilitating effective Specialist Skill Matching and ensuring only certified ICU nurses are scheduled for critical care shifts.
Automated alerts for expiring certifications mean you can proactively organise retraining, shielding your hospital from regulatory and safety risks.
Real-time Visibility and Data-Driven Decisions
For truly impactful decision-making, you need Real-time Visibility and Data-Driven Decisions.
Our comprehensive dashboards, KPIs, and reports offer an instant, clear picture of attendance trends, overtime, costs, absences, and leave balances, empowering hospital managers to react immediately to changing patient demands or unexpected staff shortages while optimising workforce costs and performance across all units.
This real-time data is also critical for monitoring Real-time Adherence to the scheduled roster, highlighting any deviations immediately. The ability to minimise overtime costs is a significant benefit, ensuring your budget remains focused on patient care.
Compliance and Empowerment
Employee Self-Service (ESS) and Mobile Access
Empowering your healthcare professionals is key to retention, and our Employee Self-Service (ESS) App and Mobile Access deliver just that.
Accessible on smartphones, tablets, or desktops, it allows employees to clock in/out (with GPS location tracking for community care if needed), view their schedules, request leave, swap shifts, and update personal information.
This transparency and control not only reduce administrative burdens for managers but also significantly enhance employee satisfaction, engagement, and retention – a critical factor in today’s healthcare staffing challenges.
Absence Management
Our comprehensive Absence Management solutions provide a centralised system for all employee time and attendance data, tracking absences by type, frequency, and pattern.
Automated workflows alert managers to unexplained absences or trigger return-to-work interviews, allowing for proactive intervention and minimised disruption.
Our AI-powered Absence Predictor takes this a step further, analysing historical patterns to forecast likely no-shows, allowing for proactive schedule adjustments and minimising disruptions before they impact patient care. This ensures a safe working environment and consistently available staff.
Optimise Scheduling with Hospital Employee Scheduling Software
At Softworks, we believe that truly optimised scheduling/rostering in a hospital setting goes beyond simply filling shifts; it’s about intelligently aligning your most valuable resources with patient needs, fostering a flexible work environment, and ensuring financial efficiency.
Our Hospital Employee Scheduling/rostering Software is designed to achieve this delicate balance, transforming your operational capabilities.
Strategic Patient and Operational Alignment
Patient Acuity-Based Staffing
This sophisticated feature moves beyond traditional staffing ratios by identifying the precise amount of nursing care each patient requires, based on their level of dependency, intensity, complexity, and specific tasks.
Instead of simply assigning staff based on patient numbers, our system allocates resources according to actual patient need, ensuring high-dependency patients receive adequate attention.
This approach optimises nursing schedules and reduces costs, significantly increasing employee satisfaction by preventing overload.
Additioanlly, managers can proactively predict staffing requirements for subsequent shifts, calling in staff ahead of time and freeing up valuable time from administrative tasks to concentrate on patient care.
Demand Forecasting (based on patient activity)
Our software analyses historical data and predicts future demand, enabling your hospital to avoid costly overstaffing or dangerous understaffing situations.
This precise alignment of workforce with patient demand and budget ensures that your resources are always optimally utilised.
A significant outcome of accurate Demand Forecasting is the reduction of costly overtime and the minimised reliance on temporary agency staff, directly impacting your hospital’s financial health. This provides managers with control over Agency Staff Utilisation.
Theatre Scheduling (or Operating Room Booking)
The system supports specialised scheduling—critical to hospital profitability and patient flow—including Theatre Scheduling (or Operating Room Booking).
This feature ensures that the highly skilled clinical teams (surgeons, anaesthetists, nurses) and specialised equipment are synchronised and available precisely when the operating theatre is booked.
This critical feature helps minimise downtime and maximises the use of high-cost resources.
Patient Appointment Booking
The system integrates with outpatient and clinic services to facilitate Patient Appointment Booking.
By linking the scheduling of staff (nurses, physicians, technicians) directly to the volume of booked appointments, the system ensures optimal staffing levels are available to meet patient flow without excessive wait times or unnecessary staff costs.
Integration and Empowerment
Flexible Working & Employee Empowerment
In today’s competitive healthcare environment, attracting and retaining top talent requires Flexible Working & Employee Empowerment.
Our software supports a wide range of flexible work arrangements, including remote work, flexitime, and hybrid models, which are increasingly sought after by healthcare professionals. Employees can input their schedule preferences and limitations, request shift swaps, and apply for available shifts, fostering a sense of control and collaboration.
This flexibility is proven to improve work-life balance, significantly reduce stress and burnout, and ultimately enhance retention rates among your valued staff.
Time & Attendance Integration for Payroll Accuracy
Our powerful Time & Attendance Integration for Payroll Accuracy automates time tracking, eliminating manual recording. The modules help reduce errors and saves substantial administrative time.
Essentially, the seamless integration with your existing payroll system ensures accurate and timely payments for your healthcare teams.
Clients have reported significant reductions in payroll processing time and queries, freeing up HR and payroll staff to focus on more strategic initiatives rather than getting bogged down in administrative tasks.
Ensure Regulatory Compliance with Our Software
Navigating the labyrinth of healthcare regulations, workforce laws, and internal policies is one of the most critical and challenging aspects of hospital management.
At Softworks, we’ve engineered our Hospital Employee Scheduling/rostering Software to be your unwavering ally in achieving and maintaining complete regulatory compliance, while simultaneously prioritizing patient safety and staff well-being.
Compliance and Safety
Workforce Law Adherence & Working Time Directive (WTD) Compliance
Our solution provides automated workforce Law Adherence, meticulously tracking compliance with complex regulations such as working hours, overtime, minimum wage, mandatory breaks, and the European Working Time Directive (EWTD), as well as union agreements.
This proactive compliance management minimises the risk of costly fines, legal issues, and a damaged reputation, allowing your hospital to operate with confidence and integrity.
The system ensures Working Time Directive (WTD) Compliance by automatically checking rest periods and maximum weekly working hours against scheduled rosters.
Patient Safety & Staff Well-being
Our software prioritises Patient Safety & Staff Well-being. We help ensure safe staffing levels, considering critical factors like nurse-to-patient ratios, to prevent both understaffing that compromises care and overstaffing that inflates costs.
The system is configured to guarantee adequate rest periods for staff, directly reducing stress and burnout by ensuring balanced workloads and fair shift distribution.
Furthermore, it helps hospitals monitor and adhere to all health and safety requirements, safeguarding both employees and patients.
EHR (Electronic Health Record) Integratio
For a comprehensive view of patient needs and workload, the system supports EHR (Electronic Health Record) Integration.
This allows staffing decisions and resource allocation to be informed by up-to-date clinical data, ensuring that the roster is always responsive to the real-time clinical demands captured in the patient’s record.
Auditability and Fairness
Compliance Reporting & Audit Trails
Softworks provides robust Compliance Reporting & Audit Trails, offering full audit capabilities and generating comprehensive compliance reports at the click of a button.
For long-term care facilities, our system specifically supports Payroll-Based Journal (PBJ) reporting, ensuring accurate and transparent staffing data submission to meet regulatory requirements.
These detailed Audit Trails are invaluable during investigations or regulatory reviews.
GDPR Compliance
Our commitment to data integrity extends to ensuring compliance with General Data Protection Regulations (GDPR) and maintaining high security standards to protect sensitive employee information.
Our WFM system is designed with security and privacy embedded at its core.
Fairness Rules
Our software incorporates customisable Fairness Rules to ensure equitable shift distribution across your workforce.
These rules can be configured for weekends, public holidays, night shifts, and on-call assignments, preventing preferential treatment and ensuring all team members are treated equally.
This transparency and fairness reduce resentment and promote a positive work environment, which is vital for morale and retention in demanding healthcare roles.
Trust Softworks with your Healthcare Scheduling Demands
By leveraging Softworks’ Hospital Employee Scheduling/rostering Software, you’re not just investing in a tool; you’re investing in peace of mind, knowing that your hospital is:
- Operating at peak efficiency
- Fully compliant with regulations
- Continuously striving for the highest standards of patient care and staff well-being
Ready to revolutionise your hospital’s staffing and unlock a new era of efficiency and care quality?
Book a Demo today and let Softworks show you how to optimise your operations!
