Case Study: Assisted Living Facility

swipeclock_case-study-assisted living

Suncrest Assisted Living is an assisted living facility that handles a regular rollercoaster of scheduling changes. In light of this variability, Suncrest’s management was worried about maintaining quality resident care. (And we don’t blame them!)

Every schedule change triggered a stream of desperate emails, texts, and phone calls that wasted time, confused associates, and hampered productivity for days at a time. This is the story of how Suncrest Assisted Living was able to eliminate those scheduling conflicts, cover gaps more effectively and increase quality while raising staff morale.

Frustrated Employees

The Suncrest Assisted Living team consists of 23 employees including on-site nurses and caretakers, aides, administrative staff, and housekeeping workers. Due to their small on-site labor force, schedules aren’t very flexible. Unfortunately, this also means they have little room to absorb change, which takes place repeatedly.

Unplanned schedule changes meant scrambling to get ahold of all qualified employees to find a replacement. Additionally, managers often had to coordinate fractional shift changes to adjust for overlapping availabilities. The result was a domino effect that caused unanticipated consequences including costly overtime and coverage gaps. Ultimately, this stress and confusion began to negatively affect the entire team.

Improving Workforce Management

healthcare employee scheduling system UplandSearching for a solution, Suncrest turned to Southland Data Processing’s Workforce Management Suite. This technology provides simplified scheduling in a powerful suite of integrated cloud-based tools. These include time and attendance tracking, mobile functionality, and 24/7 access from any location.

SDP Time: Next Level Workforce Management
  • TimeSimplicity for expedited assisted living staff scheduling and mobile coordination.
  • TimeWorksPlus for integrated time and attendance tracking.
  • Mobile access provides employee access and management control.

Suncrest needed a simple solution that everyone would be able to use. Additionally, they didn’t have the time or resources to conduct a lot of additional training. Because of this, TimeSimplicity was the perfect solution. With its added power of drag-and-drop scheduling, simple schedule changes, and self-help tools, employees were immediately empowered to begin solving scheduling complications with ease.

Trying It Out

With Workforce Management Suite, Suncrest was able to set up their scheduling in about fifteen minutes. To start, they simply entered each employee’s name, then added in job codes, availability, and voilà! After that, creating staff member schedules was as simple as “drag-and-drop”. Additionally, with the help of our system’s built-in warnings, Suncrest’s scheduling conflicts, unexpected overtime, and adequate shift coverage are no longer a concern.

When it comes to finding help due to schedule changes, Suncrest’s managers no longer go into panic mode. Instead, associates can enter their availability to pick up hours, and employee shift trading is as easy as trading cards. Basically, all managers have to do is approve swaps for stress-free schedule revisions.

One of the most welcomed features for Suncrest is employee mobile access. With the Employee Self Service (ESS) portal, team members can view their schedules, request time off, monitor accruals, and review time cards. They no longer need to call a supervisor for basic information and time card accuracy has improved significantly. This is a perfect solution for a community of staff members working all hours of the day and a real timesaver for supervisors.

PBJ Made Easy

In addition to standard time and recordkeeping requirements, all long-term care facilities are also subject to Payroll Based Journaling (PBJ) standards. Employers are required to track daily employee shift hours by job description and site as well as staff tenure and turnover. Suncrest uses the built-in PBJ tools in our Workforce Management Suite to easily track their data and prepare accurate reports. Suncrest managers are sleeping better at night knowing that PBJ compliance is automated with Southland Data Processing’s Workforce Management Suite.

What “Better” Looks Like

Cost savings, improved performance, and improved morale… Managers using Workforce Management Suite for scheduling will tell you that the savings in time alone make the upgrade worth it.

Additionally, Suncrest Assisted Living will go one further and tell you that employee empowerment and the end of panicked scheduling emergencies have gone a long way towards increasing employee morale. Happy employees mean better care for residents, increased productivity, and a healthier bottom line.

What About Your Business?

SDP Time makes it easier than ever to optimize the performance of your supervisors, employees, and business. We designed SDP Time for busy employers like you. Interested in streamlining scheduling, automating time and attendance tracking, maintaining regulatory compliance, and decreasing labor costs? Then we should talk!

Curious how much you could save? Find out with our easy-to-use ROI Calculator. We can get you up and running with SDP Time in minutes. Contact us today to book a demo!

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