Case Study: Residential Care Facility

workforce management software for residential care facilities Madison

Today’s case study explains how Workforce Management Suite cleaned up an employee scheduling mess at an 18-bed group home for adults with chronic mental illness. The long-term care facility needed relief from constant employee scheduling confusion that had decreased staff morale significantly and was making it challenging to preserve the low-key, therapeutic atmosphere needed by the residents.

Facility Expansion Exacerbated Scheduling Problems

The manager (and head therapist) at our example company was not quite sure how scheduling had become so dysfunctional. It seemed like Excel spreadsheets had been sufficient just a few years before. She pointed out that the owners of the group home had built a large addition the previous year and, as a result, tripled the number of beds. She hadn’t anticipated that the expansion would complicate things tenfold, however.

Confusion Was Taking a Toll

Schedule changes generated a time-consuming process of sending texts to all qualified staff members to find a replacement. The manager was often required to manage fractional shift changes to accommodate overlapping availabilities. The result was a domino effect that frequently caused unanticipated consequences including expensive overtime and coverage gaps. A couple of dedicated associates would come in on short notice in “emergencies” that started happening routinely. The added confusion and personal disruption was reaching a breaking point.

Shorthanded shifts are a headache for any company, but in a group home where some patients need constant supervision, coverage gaps can put their safety at risk (as well as the license to operate).

Solution — Workforce Management Suite

The manager turned to Workforce Management Suite. Workforce Management Suite delivers simplified scheduling with TimeSimplicity in a powerful suite of integrated cloud-based tools that include time and attendance tracking (TimeWorksPlus), with mobile functionality for 24/7 anywhere access.

  • TimeSimplicity for expedited group home employee scheduling.
  • TimeWorksPlus for integrated time and attendance tracking for salaried, hourly, and contract workers.
  • Job codes ensure that team members with the needed certifications are scheduled appropriately.
  • Mobile companion provides anytime, anywhere access for employees and managers.
  • Payroll Based Journal tools streamline compliance and reporting.

The Power of Automation, Centralization, and Mobile Access

When the manager started using Workforce Management Suite for scheduling and became familiar with all the functions, she had an “aha” moment. “So this is how intelligent automation transforms employee scheduling!” She realized just how inadequate Excel spreadsheets had been.

In the months that followed Workforce Management Suite implementation, she continued to observe unanticipated benefits such as how much time she was saving on PBJ reporting and how the therapists appreciated 24/7 time card, schedule, and PTO visibility and self-management.

Now that scheduling is solved, the employees can better concentrate on the group home patients.

How To Solve Group Home Employee Scheduling Problems

To find out more about how Workforce Management Suite can be customized to solve your distinct organizational challenges, call Berndt CPA at 608-274-7473 today.

Contact Berndt CPA for information regarding WorkforceHUB™UPGRADE TODAY

Berndt CPA offers WorkforceHUB, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and business.

WorkforceHUB includes TimeWorksPlus, TimeSimplicity, TimeWorks Mobile, and ApplicantStack. We’ve just added recruitment, onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB is created for busy employers like you who need to reduce cost-per-hire, streamline scheduling, automate time tracking, maintain regulatory compliance, and decrease labor costs.

How much can you save? Check our Berndt CPA ROI Calculator.

We can get you up and running with Workforce Management Suite in minutes. Contact us today to book a demo.

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