All-In-One software for Care Homes and Nursing Home Workforce Management. Designed for complex staff Scheduling, Time and Attendance recording, HR and Absence Management.
- · Record Time and Attendance
- · Create Rosters with ease
- · Automate Staff Administration
- · Reduce Overtime and Absenteeism
- · Ensure Regulatory Compliance
- · Report in Real-Time
Softworks software for Care Homes & Nursing Homes workforce management gives long-term care providers the tools they need to deliver high-quality, cost-effective care within budget. We streamline and automate employee management processes to help build a clear picture of your workforce. With automated features for shift scheduling, absence management, time tracking and much more you can save time & money and reduce the risk of errors.
Whether you are a small care home or a large nursing facility, Softworks Care & Nursing Home Software is the solution you need to deliver high-quality, cost-effective care within budget. A complete solution proven to assist Care and Nursing Homes with operational efficiency, cost control, regulatory compliance and employee empowerment.
Benefits of Workforce Management Systems
- Track, record and manage employee Time and Attendance.
- Easily create Rosters across the whole organisation.
- Optimise staff shift schedules to match Patient Acuity levels.
- Implement advanced Clocking Systems like a Face Recognition Terminal with fever detection.
- Manage HR or integrate with an existing HR system.
- Manage and track Holidays and Absences of any type e.g. sick leave, maternity or time in leau.
- Automate workforce management and reduce staff administration.
- Track employee Skills, Training and Certification.
- Use Employee Self-Service App to clock in, view rosters and much more.
- Generate real-time reports on all aspects of your workforce.
- Streamline data flow and improve Payroll accuracy.
- Ensure compliance with employment legislation and Health and Safety regulation.
- Integrate with all leading ERP and Payroll Systems.
- Reduce operating costs and increase productivity.
Areas We Help
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The key to providing outstanding care for residents in long-term care settings is an efficiently managed and well-supported team. Softworks helps businesses such as yours by turning difficult operational issues into clear, strategic benefits. In nursing homes, residential homes and care homes, effective Staff Scheduling, Caregiver Scheduling and Nurse Scheduling form the basis for giving compassionate and high-quality care, ensuring operational stability and helping to create a good atmosphere for your employees. The Nursing Home Scheduling Software, the Shift Scheduling tools and the full Workforce Management platform that we offer are all designed to improve operations, enhance the delivery of care and increase employee satisfaction in all your facilities.
Softworks: A Trusted Nursing Home Partner
Because of its more than thirty years of international experience, Softworks has continued to be a reliable partner, helping nursing homes and care home providers worldwide to organise their daily working routines in order to improve both productivity and profitability. The company automates the complicated rules and pay policies which are already in force in your organisation and gets rid of the time-consuming manual jobs connected with employee Time and Attendance Tracking, Absence Management, Flexitime, Skills & Training management, and all the other similar areas. The highly advanced automation offered within a Centralised Data Management hub is exactly what nursing homes need in order to cope with the complicated situation they face today and to be ready for the demands of tomorrow.
Going from Manual to Digital Workforce Management
It is essential for your organisation’s success and for keeping your employees satisfied to manage their time and attendance, leave, scheduling/rostering and other HR activities. Softworks enables you not only to save a great deal of time and improve the accuracy of your data but also to greatly increase employee engagement by moving these key tasks from manual spreadsheets and emails to a single, intelligent system which has full Audit Trails. The full scope of our approach is vital if you are to achieve optimal operational efficiency and have a genuinely engaged workforce, turning the task of Carer Rostering and Nurse Scheduling (RGN, RMN) into a strategic function.
What is software for managing the nursing home workforce?
Nursing home workforce management software is a dedicated digital tool which is intended to assist care providers in giving high-quality and cost-effective care while keeping their people — their most important resource — at the centre. Since at Softworks we realise that for nursing homes the main concerns are resident care, the management of care plans and maintaining the correct resident-to-staff ratios, it is a continuous challenge to strike a balance between these priorities and the increasing costs together with staff shortages. The software automatically handles the complicated administrative work involved in managing the workforce, enabling you to concentrate on the well-being of your residents without having to deal with all the paperwork.
Scheduling Freedom for every Part of your Business
Our software brings together Staff Scheduling, Time and Attendance, HR, Care Plan Integration, Electronic Health Record (EHR) systems, and Absence Management in a single unified platform. For nursing homes the main advantage is Acuity-Based Staffing and Labour Optimisation. Rather than using manual spreadsheets, the system enables you to produce efficient rosters by matching staff skills to resident care needs through Clinical Skill Matching. This optimisation allows you to promptly spot staffing shortages and arrange Sickness Cover using your own staff, which in turn maximises Bank Staff Utilisation and makes it easier to manage Agency Staff rather than depending entirely on costly temporary workers, thus greatly supporting Budget Control (Wage Costs).
Ensuring Compliance Across the Organisation
It is important for long-term care to maintain compliance and safety. Softworks provides automation of compliance with strict regulations, including support for CQC (Care Quality Commission) Compliance in the UK, compliance with the Working Time Directive (WTD) throughout Europe, and Payroll-Based Journal (PBJ) Regulatory Reporting in North America, thus helping to protect your facility against fines and damage to its reputation. Moreover, the Skills Management and EHR (Electronic Health Record) Integration modules make sure that you always have the right person with the appropriate qualifications in the right position, which improves the quality of care given to residents while at the same time ensuring full GDPR Compliance.
Employee Self-Service App
We also place a strong emphasis on empowering your staff through Employee Self-Service (ESS). The Employee Self-Service (ESS) mobile application enables care workers to manage their work-life balance by allowing them to view rosters, request time off, and arrange a shift swap all using their mobile devices. The increased transparency has the effect of improving engagement, raising staff morale, and supporting your general Retention Strategy in such a competitive industry. By choosing Softworks you achieve real-time insight into your workforce, which in turn promotes efficiency and excellence in the care sector.
Optimise Staffing and Care with Nursing Home Scheduling Software
The nursing home and long-term care sector is encountering a special combination of difficulties, such as a severe lack of staff and skills, increasing operating costs, and the essential requirement to give ongoing, high-quality care to an ageing population. Effective and well-structured staff scheduling or roasting is necessary if the expected standard of care is to be maintained.
In the past, manual methods such as using spreadsheets and paper forms have been the standard way of handling employee time, attendance, and scheduling or roasting. Not only are these old practices time-consuming and susceptible to errors, but they also make it very difficult to cover staffing shortages, which in turn results in having to use expensive agency staff and brings about possible compliance risks.
The consequences are far-reaching:
- Sixty-two per cent of employees say that their level of stress increases when they have to take over the duties of colleagues who are absent.
- Poor quality care: workplace stress eventually affects patient safety, risk management (due to understaffing), and the general resident satisfaction score.
- The cost of staffing is usually the biggest item in the expenditure of care homes. Inefficient scheduling leads to a greater requirement for expensive overtime and the use of temporary agency staff.
Softworks’ Workforce Management Software for Nursing Homes
Softworks’ Workforce Management Solutions are carefully designed to deal directly with these challenges. The system enables care homes to provide high-quality and cost-effective care within their budget, always keeping your most important resource—your people—front and centre. Through the automation of employee management processes, Softworks allows care homes to concentrate on looking after their residents without having to bear the heavy administrative load.
Acuity-Based Staffing
A key element of our solution is Acuity-Based Staffing, which goes beyond the use of simple patient-to-staff ratios by taking into account the amount of nursing care each resident needs according to their individual level of dependency, the intensity of care, the complexity involved, and the tasks required.
Facets of Acuity-Based Staffing include:
- The allocation of nursing resources is based on the real needs of the residents, and it is through the method of Clinical Skill Matching that those residents who have high dependency receive the resources they need.
- When it comes to cost efficiency and the well-being of employees, this smart method adjusts nursing rosters, implements limits on shift durations, includes fatigue management procedures, cuts costs by avoiding both understaffing and overstaffing, and at the same time greatly improves employee satisfaction by making sure that caregivers are not overburdened.
- Proactive management involves managers carrying out What-If Scenario Planning and Demand Forecasting (on the basis of occupancy) in order to take into account seasonal fluctuations and to predict the staffing needs for 24/7 operations and on-call rota schedules.
Optimising Schedules with Softworks
Softworks reduces its operating costs by using improved schedules which greatly cut down the need for expensive overtime and temporary staff from agencies. Moreover, our solutions improve employee satisfaction and retention by giving employees more control and a greater say in their working schedules. Through the Employee Self-Service (ESS) app, employees are able to enter their preferences and carry out shift swaps, thus helping to lower stress and the risk of burnout and at the same time supporting a long-term retention strategy. The practice of providing transparent and fair scheduling makes a positive contribution to the work environment, to fair workload distribution, and to higher levels of job satisfaction.
Key Features of Our Nursing Home Scheduling Software
The Softworks Nursing Home Scheduling Software smartly handles all the various aspects of your workforce when it comes to managing multiple sites, guaranteeing smooth operations and maintaining the highest standards of care. The software has been designed with the particular needs of care homes and residential living in mind and is trusted by operators in Ireland, the UK, North America and Canada.
1. Automated scheduling and roasting (carer roasting)
- Creating an optimised schedule: Our eRostering/Employee Scheduling solutions allow you to automatically produce schedules that match the workforce with demand, the required skill mix, and employee preferences. This is essential for effective Carer Rostering.
- Filling gaps at the last minute: the special ‘Vacancy Alerter’ feature quickly dispatches alerts through the Staff Communication Tools to eligible and available staff so that last-minute gaps can be filled and continuous care is maintained with immediate sickness cover.
- Through Mobile Rota Access employees are able to view their personal schedules at any time of the day or night via their smartphones, tablets or desktops. Caregivers can clock in and out (using geofencing [when carrying out home visits for Community Care]), see their schedules, make Annual Leave Requests and handle Shift Swapping.
2. Full tracking of time and attendance
- Payroll Accuracy and Cost Control: Accurate Time and Attendance tracking feeds directly into Payroll Integration for workforce cost control, driving Budget Control (Wage Costs). One client eliminated 90% of pWe provide various methods of clocking in, such as those using biometric terminals, Digital Handover logs, and mobile apps which have GPS functionality. For those who are paid a salary, honor-based timesheets are available.r Real-time attendance monitoring: Our system includes real-time adherence tracking, so that managers can keep an eye on performance metrics (for example, the use of overtime) and deal with unexpected absences immediately.pl3. The development of skills and the management of trainingaining Management
- It is important for resident safety to keep record of specialised skills, certifications, and the verification of DBS Check (Disclosure and Barring Service) checks, and the system notifies managers when credentials are about to expire.
- Training and Competency Tracking: The module carries out the various administrative tasks, guarantees compliance with mandatory training, aids in succession planning, and actively arranges retraining.
4. Proactive Absence Management
- Our Absence Management module includes a central system for tracking absences, sickness cover requirements, and annual leave requests.
- Automated workflows will alert managers to unexplained absences or initiate return-to-work interviews.
- Our Absence Predictor, which is powered by AI, forecasts likely cases of people not showing up by analysing historical data and makes adjustments to the rosters before care delivery is affected.
5. The integration of human resources management and compliance
- Central Data Hub: The HR Core system functions as a central point for the management of all employee records, simplifying the various HR processes and maintaining verifiable audit trails.
- With regard to regulatory compliance, our software is able to keep track of compliance with workforce legislation, including that concerning the Working Time Directive (WTD) and the local health and safety requirements.
- CQC Compliance Support: The system supports CQC (Care Quality Commission) Compliance in the UK and PBJ reporting iThe need to simplify carer rosters in care and nursing homes can be met through a combination of automation, flexibility and strong compliance procedures. Softworks’ solutions are intended to achieve this, allowing your facilities to function with greater agility, in a more cost-effective way and with a firm dedication to both resident care and the well-being of employees. Our software deals with the inherent complexity of 24/7 operations by handling variable shifts, meeting On-Call Rota requirements and managing a range of care roles and the inherent complexity of 24/7 operations. We substitute the manual and error-prone methods with automated, rule-based scheduling by means of a Customisable Rules Engine. This greatly decreases the administrative workload, enabling managers to concentrate on the direct care of residents. For example, Villa Basilea was able to cut its monthly scheduling time from several days down to just two hours using Softworks.care. One client, Villa Basilea, redThe software we use guarantees that regulatory requirements are met, thus improving resident safety. It automatically monitors workforce laws, compliance with the Working Time Directive (WTD), and health and safety regulations, thereby reducing the likelihood of being fined or facing legal problems while also protecting your reputation.nce, and health & safety mandates, miThe software offers flexible working conditions and fair incentive schemes in order to improve staff morale. Caregivers are able to enter their preferences, request a shift swap, and check their leave balances. Internal fairness rules make sure that the workload is fairly distributed across various working patterns. and view leave balances. Built-in fairness rules ensure Fair Workload Distribution across complex working patterns.
Scalability
Softworks solutions offer total scalability for Multi-site Management. Whether you operate a single facility or a national network, our configurable platform allows in-house teams to make system updates with ease as your organization evolves.
Trust Softworks with your Nursing Home Scheduling
Softworks has over three decades of global experience assisting long-term care organizations in structuring their working day to enhance productivity and profitability. We offer comprehensive project management, consulting, training, and support to ensure your long-term success.
Ready to simplify scheduling, optimize care, and empower your team? Book a Demo today to experience the transformative power of Softworks!
