11 Healthcare Scheduling Software Systems: Efficient Staffing Solutions

Efficient healthcare staff scheduling is vital in the healthcare sector to ensure optimal patient care, manage staff resources effectively, and maintain regulatory compliance. Healthcare scheduling software systems have become indispensable solutions, streamlining complex scheduling processes, empowering healthcare providers, and enhancing operational efficiency.

This guide explores the critical role of scheduling programs for medical offices in healthcare settings, addressing the unique challenges healthcare organizations face. From managing shift rotations and ensuring adequate staffing levels to facilitating seamless communication and adhering to regulatory requirements, hospital staffing software offers a range of features tailored to meet specific healthcare needs.

Whether you operate a hospital, clinic, or long-term care facility, selecting the right scheduling software for healthcare can significantly impact patient outcomes, staff satisfaction, and organizational performance. Join us as we delve into key considerations for evaluating healthcare staff scheduling software and discover top healthcare scheduling systems suited to the healthcare industry’s distinct requirements.

Key Criteria for Choosing the Best Healthcare Employee Scheduling Software

📜 Compliance: Ensure the staff scheduling software healthcare complies with healthcare regulations such as HIPAA, ensuring patient data security and privacy.

🛠️ Customization: Look for healthcare employee scheduling software with customizable features to tailor schedules to the unique needs of different departments and roles within the healthcare organization.

🔄 Shift management: Use healthcare staffing software that efficiently manages shift rotations, including day, night, and weekend shifts, to ensure round-the-clock coverage.

🎓 Staff credentialing: Verify staff credentials and certifications to ensure compliance with regulatory requirements and patient safety standards.

⚖️ Patient load balancing: Optimize staffing levels based on patient census, acuity, and workload to prevent understaffing or overstaffing.

📢 Communication tools: Employ medical staff scheduling software that facilitates seamless communication between staff members, including shift reminders, announcements, and messaging features.

🔄 Integration capabilities: Seek out scheduling software for medical practice that is compatible with existing systems such as electronic health records (EHR) and payroll systems for seamless data exchange in hospital employee scheduling.

📱 Mobile accessibility: Provide mobile-friendly access for staff to view schedules, request shift swaps, and communicate updates from anywhere, anytime.

📊 Reporting and analytics: Look for physician scheduling programs that generate reports on key metrics like staff utilization, overtime, and patient-to-staff ratios for informed decision-making.

📈 Scalability: Choose hospital staff scheduling software that can scale with the organization’s growth, accommodating additional facilities, departments, and staff members.

Note: This article does not accept paid entries or endorsements to maintain objectivity and provide unbiased recommendations.

Everhour is the top choice for small businesses and small to mid-size teams of 5 to 50 members, including professionals like software developers, marketers, designers, consultants, lawyers, you name it!

Seamlessly integrating with popular project management tools like Asana, Trello, and Jira, its user-friendly interface and customizable reports make it the ultimate time tracking solution for small and mid-size teams.

With dedicated support ensuring you receive timely assistance, our team is here to help you promptly and with a smile!

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Healthcare Scheduling Software Systems: Comparison Table

Software	Pricing	Free Trial	Key Features
Shifts by Everhour	Free	Yes	Mobile clock-in/clock-out, Flexible scheduling, Kiosk feature, Availability management, Attendance and payroll features
Connecteam	Starts at $29/user/month	N/A	Communication hub, Task and project management, Mobile workforce management, Training and knowledge base
Sling	Free Plan: $0 Premium Plan: $1.25/user/month Business Plan: $3.40/user/month	Yes	Shift notifications, Time clock functionality, Time off requests, Labor cost monitoring
OnShift	Custom	N/A	Time & attendance, Mobile app, Staff scheduling & management, Messaging, Resource management, Schedule distribution
QGenda	Custom	N/A	Workforce scheduling, On-call management, Compensation management, Schedule automation
Rotageek	Custom	N/A	Employee scheduling, Time & attendance, Labor forecasting, Budgeting/forecasting, Employee management, Mobile app, Skills tracking
Shiftboard	Custom	Free trial or demo	Flexible scheduling, Labor forecasting, Shift bidding, Compliance and certifications
Smartlinx	Custom	N/A	Shift scheduling, Time & Attendance, Payroll integration, Workplace Analytics, Skills based scheduling, Mobile app
Deputy	Starts at $3.50/user/month	N/A	Intuitive scheduling, Employee communication, Forecasting and budgeting, Employee self-service
MakeShift	$2.75/user/month	N/A	Available shift access, Rotation-based scheduling, Employee shift exchanges, Time off / leave management, Overtime alerts, Team communication app, Payroll integration, Mobile app for staff and managers, Skills-based scheduling
NurseGrid	Custom	N/A	Float Pool Management, Messaging/Shift Dispatching, Overtime Calculation, Shift Scheduling, Shift Swapping, Vacation/Leave Tracking, NurseGrid mobile app

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The Best 11 Healthcare Scheduling Software Systems

Shifts by Everhour

Shifts by Everhour is a versatile healthcare staffing scheduling software designed to streamline workforce management and optimize staffing levels, making it an excellent choice for healthcare organizations. Shifts simplifies scheduling processes and provides a nurse schedule template, ensuring efficient operations and quality patient care.

Key features

• Mobile clock-in/clock-out: Enable staff to conveniently clock in and out using their mobile devices, ensuring accurate time tracking and attendance management.
• Flexible scheduling: Provide flexible scheduling options to accommodate varying staffing healthcare needs and preferences, facilitating efficient shift allocation.
• Kiosk feature: Facilitate clock-in and clock-out procedures through dedicated kiosk terminals, ideal for shared workstations in healthcare facilities.
• Availability management: Allow staff to update their availability and preferences, empowering them to manage their schedules effectively and improve employee satisfaction.
• Attendance and payroll features: Streamline attendance tracking and payroll processes, providing managers with insights into staff attendance and facilitating accurate payroll calculations.

Pricing

Free.

Why great for healthcare

Shifts by Everhour excels in meeting the unique scheduling requirements of healthcare organizations. Its mobile clock-in/clock-out feature ensures seamless time tracking for staff, while flexible scheduling options and availability management enhance workforce efficiency. Moreover, the attendance and payroll features streamline administrative tasks, allowing healthcare facilities to focus on delivering quality care to patients.

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Connecteam

Connecteam emerges as a top-tier all-in-one medical software for scheduling, specifically designed to address the intricate needs of healthcare scheduling. Offering a robust set of features, Connecteam streamlines communication, enhances productivity, and ensures effective workforce management for healthcare organizations.

Key features

• Communication hub: Connecteam serves as a centralized communication hub, facilitating seamless interaction and collaboration among healthcare team members. 
• Task and project management: Organize and prioritize assignments efficiently using tools like task lists, checklists, and project timelines, ensuring clarity and accountability across healthcare teams.
• Mobile workforce management: Catering to healthcare organizations with a mobile workforce, Connecteam provides tools for on-the-go management. Benefit from features such as mobile clock-in/out, location tracking, and scheduling flexibility, empowering healthcare facilities to effectively manage remote or field employees while optimizing scheduling processes.
• Training and knowledge base: Create and deliver training materials effortlessly, and build a knowledge base to provide healthcare employees with essential resources for skill development and continuous learning, enhancing overall efficiency in healthcare scheduling and operations.

Pricing

Starts at $29 per user per month.

Why great for healthcare

Connecteam is employee scheduling software for healthcare renowned for its effectiveness in various environments, where clear communication, efficient task management, and mobile workforce management are paramount. By offering a centralized platform tailored for healthcare settings, Connecteam empowers healthcare teams to streamline communication, delegate tasks efficiently, and facilitate comprehensive training. With Connecteam, healthcare organizations can elevate service delivery standards, achieve operational excellence, and ensure exceptional patient care.

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Sling

In the realm of healthcare scheduling, where precision, flexibility, and efficiency are paramount, Sling emerges as a hospital employee scheduling software tailored to meet the unique demands of healthcare facilities. With its intuitive interface, robust features, and affordability, Sling offers healthcare providers a comprehensive platform to streamline scheduling processes and enhance operational efficiency.

Key features

• Shift notifications: Keep healthcare staff informed and engaged with automatic shift notifications sent directly to their devices. By reducing absenteeism and promoting punctuality, Sling ensures smooth operations and optimal staffing levels at all times.
• Time clock functionality: Supporting clock-in and clock-out capabilities, Sling simplifies time management and payroll processing, minimizing errors and discrepancies.
• Time off requests: Administrators can efficiently manage and approve requests, ensuring seamless coordination and compliance with staffing requirements.
• Labor cost monitoring: By analyzing labor expenses, healthcare organizations can optimize staffing levels, identify cost-saving opportunities, and make informed decisions to enhance operational efficiency and financial performance.

Pricing

• Free Plan.
• Premium Plan: $1.25 per user per month.
• Business Plan: $3.40 per user per month.

Why Sling is a great option for healthcare

Sling presents healthcare organizations with an economical solution, balancing affordability with a rich array of features to streamline scheduling tasks effectively. Offering scalability and adaptability, Sling is one of the best healthcare staffing software that caters to healthcare facilities of varying sizes, from small clinics to expansive hospital networks, with support for unlimited locations and employees per plan. 

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OnShift

OnShift is a cloud-based staff scheduling software for healthcare specifically tailored for long-term care and senior living facilities. With a steadfast commitment to enhancing the employee experience and providing managers with actionable insights, OnShift offers a comprehensive platform to streamline operations and optimize staffing levels seamlessly.

Key features

• Time & attendance: OnShift’s time and attendance module ensures precise tracking of employee work hours, simplifying payroll processes and ensuring compliance with labor regulations.
• Mobile app: The OnShift mobile application empowers staff to conveniently clock in and out, access their schedules, and communicate with colleagues from any location, enhancing flexibility and accessibility.
• Staff scheduling & management: OnShift’s robust scheduling features enable managers to efficiently create, manage, and optimize employee schedules, considering factors such as staff availability, skill sets, and workload requirements.
• Messaging: Built-in messaging functionality facilitates seamless communication among staff members and management, allowing for quick updates, shift swaps, and task assignments.
• Resource management: OnShift provides tools for tracking and managing resources such as equipment, facilities, and supplies, ensuring that essential resources are available to support daily operations.
• Schedule distribution: Managers can effortlessly distribute schedules to staff members via the OnShift platform, ensuring that everyone remains informed of their assigned shifts and responsibilities.

Pricing

Custom.

Why OnShift is a great option for healthcare

By integrating time tracking, scheduling, and communication features, it streamlines administrative tasks, enabling staff to focus on delivering high-quality care. Its mobile app and flexible scheduling adapt to healthcare’s dynamic nature, ensuring optimal coverage. OnShift provides actionable insights to empower informed decision-making, enhancing efficiency and staff satisfaction. OnShift addresses specific industry challenges and enables organizations to excel in care delivery while maximizing operational efficiency.

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QGenda

Qgenda stands as a premier scheduling software for medical offices, dedicated to streamlining intricate scheduling processes within medical facilities. With a focus on efficiency and user-friendliness, Qgenda revolutionizes the way healthcare schedules are managed and optimized.

Key features

• Workforce scheduling: Qgenda offers automated scheduling that considers employee preferences, skill sets, and availability, minimizing manual effort and scheduling conflicts.
• On-call management: Its comprehensive features include on-call scheduling and management tools, ensuring seamless coordination of staff for round-the-clock coverage.
• Compensation management: Qgenda simplifies compensation management by automating the tracking and calculation of staff hours, ensuring accuracy and compliance.
• Schedule automation: Qgenda’s automation capabilities extend beyond basic scheduling, offering features for shift swaps, leave management, and optimizing exam room utilization, all within an intuitive interface.

Pricing

Custom.

Why Qgenda is a great option for healthcare

Qgenda excels in addressing the complex scheduling needs of healthcare facilities, providing automated solutions that reduce manual effort and scheduling errors. By integrating with major electronic medical records (EMR) systems, Qgenda ensures seamless information flow between scheduling and patient care records, enhancing coordination and reducing the risk of errors in patient care. It empowers healthcare providers to optimize scheduling processes and focus more on delivering quality patient care.

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Rotageek

Rotageek, crafted by healthcare professionals for healthcare professionals, offers a cloud-based, digital scheduling tool tailored to the unique needs of healthcare organizations. Leveraging AI technology, this clinic staff scheduling software optimizes rotas and forecasts labor to meet demand efficiently.

Key features

• Employee scheduling: Rotageek provides a digital employee scheduler with auto-scheduling features, simplifying the process of creating and managing staff schedules.
• Time & attendance: With robust time and attendance tracking capabilities, Rotageek ensures accurate recording of staff hours, aiding in payroll management and compliance.
• Labor forecasting: Rotageek’s forecasting tool predicts patient demand, leveraging AI and historical data to optimize staff schedules and prevent understaffing or overstaffing.
• Budgeting/forecasting: Healthcare facilities can effectively manage their budgets and forecast labor costs with Rotageek’s budgeting and forecasting features.
• Employee management: Rotageek facilitates efficient employee management, allowing administrators to track performance metrics, skills, and compliance with ease.
• Mobile app: The Rotageek mobile app empowers employees to manage their schedules, swap shifts, and access important information anytime, anywhere.
• Skills tracking: Rotageek enables healthcare organizations to track employee skills and qualifications, ensuring that staff members are assigned tasks appropriate to their expertise.

Pricing

Custom.

Why Rotageek is a great option for healthcare

Rotageek’s predictive scheduling tool utilizes AI and historical data to forecast staffing needs accurately, optimizing schedules to match patient demand. The shift-swapping feature empowers employees to autonomously manage their schedules, improving flexibility and morale. With robust compliance management and attendance tracking capabilities, Rotageek ensures that healthcare facilities operate efficiently while adhering to regulatory requirements.

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Shiftboard

Shiftboard emerges as a comprehensive workforce scheduling and management platform, aimed at empowering organizations to efficiently handle their workforce, schedules, and shifts. Tailored to simplify intricate scheduling tasks and optimize labor resources, Shiftboard enhances overall workforce productivity.

Key features

• Flexible scheduling: Shiftboard provides an intuitive interface for creating and managing work schedules, allowing customization to match unique organizational needs, including shift rotations, split shifts, and on-call staffing.
• Labor forecasting: Leveraging forecasting tools, Shiftboard predicts staffing needs based on historical data and future demand, ensuring optimal employee scheduling and resource allocation.
• Shift bidding: Implementing a fair and transparent shift bidding process, Shiftboard allows employees to request and bid on shifts based on their availability and preferences, fostering engagement and satisfaction.
• Compliance and certifications: Shiftboard aids in ensuring compliance with labor laws and industry regulations by tracking employee certifications and qualifications, sending automated alerts for expiring certifications to mitigate compliance risks.

Pricing

Shiftboard often provides a free trial or demo for users to assess the platform’s suitability for their needs. For detailed information on pricing plans, contact the Shiftboard team directly.

Why Shiftboardis a great option for healthcare

Shiftboard’s robust features empower organizations to streamline complex scheduling tasks, optimize labor resources, and enhance overall workforce productivity. With its flexible scheduling options, accurate labor forecasting, transparent shift bidding process, and compliance management tools, Shiftboard revolutionizes the way organizations manage their workforce, ensuring efficiency, compliance, and employee satisfaction.

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Smartlinx

SmartLinx stands as a premier workforce management solution, revolutionizing operations in skilled nursing and senior care facilities. By seamlessly connecting real-time data and processes across multiple facilities, SmartLinx empowers users to visualize staffing, control expenses, and make informed decisions.

Key features

• Payroll integration: SmartLinx seamlessly integrates with payroll systems, facilitating efficient payroll processing and reducing administrative overhead.
• Workplace analytics: SmartLinx provides valuable insights through workplace analytics, enabling users to identify trends, optimize staffing levels, and improve overall workforce productivity.
• Skills-based scheduling: SmartLinx enables skills-based scheduling, allowing managers to match staff with the required skills for specific tasks or shifts, ensuring optimal care delivery.
• Mobile app: SmartLinx’s mobile app empowers healthcare employees to manage their shifts, view schedules, and communicate with colleagues on the go, enhancing flexibility and accessibility.

Pricing

Contact SmartLinx directly for a customized quote. 

Why SmartLinx is a great option for healthcare

SmartLinx is clinical scheduling software specifically designed to streamline operations, reduce scheduling gaps, and ensure compliance in skilled nursing and senior care facilities. With its predictive scheduling capabilities and cost-saving features, SmartLinx helps facilities optimize labor resources and control expenses effectively. Although some users have reported technical glitches, SmartLinx remains a valuable tool for senior care facilities, providing comprehensive workforce management solutions.

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Deputy

Deputy is a powerful healthcare workforce management software designed to streamline scheduling processes and enhance team productivity, making it an ideal solution for the healthcare sector. With its intuitive interface and comprehensive features, Deputy offers healthcare facilities the tools they need to efficiently manage schedules, track time, and communicate with staff.

Key features

• Intuitive scheduling: Deputy’s user-friendly interface simplifies the creation and management of schedules, allowing healthcare administrators to allocate shifts, assign tasks, and maintain an organized schedule effortlessly.
• Employee communication: With features for sending messages, notifications, and updates directly through the platform, Deputy ensures that healthcare teams stay informed and engaged.
• Forecasting and budgeting: Healthcare facilities often face fluctuating demand for staffing, and Deputy’s forecasting and budgeting tools help healthcare administrators plan labor costs effectively. By predicting future staffing needs and optimizing schedules, Deputy enables healthcare facilities to maintain adequate staffing levels while staying within budgetary constraints.
• Employee self-service: Deputy empowers healthcare employees with self-service features, allowing them to access schedules, request time off, and swap shifts conveniently via the Deputy mobile app or web portal.

Pricing

• Scheduling: $3.50 per user per month.
• Time and Attendance: $3.50 per user per month.
• Premium: $4.90 per user per month.
• Enterprise: Custom.

Why Deputy is a great option for healthcare

Deputy’s intuitive interface, robust communication features, and budgeting tools make it an excellent choice for healthcare facilities seeking to optimize workforce management. By streamlining scheduling processes, facilitating effective communication, and enabling efficient budget planning, Deputy helps healthcare facilities maintain optimal staffing levels, enhance productivity, and deliver high-quality patient care.

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MakeShift

MakeShift offers dynamic clinical staff scheduling software designed to streamline scheduling processes and enhance team productivity. With a focus on flexibility and accessibility, MakeShift provides healthcare organizations with the tools they need to efficiently manage shifts, communicate with staff, and optimize workforce scheduling.

Key features

• Available shift access: Employees can easily view and pick up available shifts, providing flexibility and ensuring optimal staffing levels.
• Rotation-based scheduling: Create rotating shift schedules effortlessly to distribute workloads and maintain operational efficiency evenly.
• Employee shift exchanges: Staff can swap shifts seamlessly, with managers able to approve requests on the go, ensuring smooth scheduling transitions.
• Time off / leave management: Managing and approving time off requests is simplified, whether on mobile or web platforms, ensuring efficient workforce planning.
• Overtime alerts: Fatigue management rules and alerts help prevent employee burnout by monitoring and managing overtime hours effectively.
• Payroll integration: MakeShift seamlessly integrates with leading HR and payroll systems like SAP® SuccessFactors® and ADP, automatically syncing schedules and timesheets for streamlined payroll processing.
• Skills-based scheduling: Ensure optimal staffing by scheduling the most highly skilled employees in the right place at the right time, improving overall workforce efficiency.

Pricing

$2.75 per user per month.

Why MakeShift is a great option for healthcare

With its patient-centric scheduling, compliance management, effective communication tools, skill-based scheduling, cost efficiency, and mobile accessibility, MakeShift empowers healthcare facilities to optimize staffing levels, improve productivity, and deliver exceptional patient care. Whether managing schedules in hospitals, clinics, or long-term care facilities, MakeShift provides the necessary tools to streamline operations and enhance efficiency in healthcare settings.

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NurseGrid

NurseGrid presents a transformative solution for healthcare organizations, tackling the pervasive challenge of short-staffing while empowering nurses to take control of their schedules. With real-time communication capabilities and robust scheduling features, NurseGrid is a nurse staffing software that enhances efficiency and coordination in healthcare staffing, ensuring optimal patient care delivery.

Key features

• Float pool management: NurseGrid efficiently manages float pools, strategically deploying staff to areas with the highest demand, thus maintaining optimal staffing levels and minimizing shortages.
• Messaging/shift dispatching: Real-time communication of shift changes and updates facilitates seamless coordination among healthcare staff, reducing errors and ensuring smooth workflow.
• Overtime calculation: NurseGrid simplifies overtime calculation, aiding in cost control and preventing burnout among nursing staff by monitoring and managing overtime hours effectively.
• Shift swapping: NurseGrid empowers nurses to manage their schedules efficiently through shift swapping features, fostering flexibility and accommodating individual preferences without compromising patient care.
• Vacation/leave tracking: NurseGrid’s vacation and leave tracking capabilities provide visibility into staff availability, enabling healthcare administrators to make informed staffing decisions and maintain quality patient care.
• NurseGrid mobile app: The NurseGrid mobile app offers on-the-go access to scheduling and communication tools, allowing nurses to stay connected and informed about their schedules, shifts, and updates, enhancing flexibility and responsiveness in healthcare settings.

Pricing

Сontact NurseGrid directly for a customized quote.

Why NurseGrid is a great option for healthcare

NurseGrid addresses critical staffing challenges in healthcare by offering intuitive scheduling tools, real-time communication features, and efficient management of float pools. By empowering nurses to manage their schedules and facilitating seamless coordination among staff members, NurseGrid ensures optimal staffing levels, reduces errors, and enhances patient care delivery. With its focus on efficiency, flexibility, and cost-effectiveness, NurseGrid emerges as an indispensable tool for healthcare organizations striving for operational excellence and quality patient outcomes.

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Healthcare Scheduling Software Systems: Conclusion

In conclusion, while all healthcare scheduling software systems offer valuable features and benefits, Shifts by Everhour stands out as the best option. Its versatile scheduling capabilities, streamlined workforce management tools, and user-friendly interface make it an optimal choice for healthcare organizations. By optimizing staffing levels, improving communication, and enhancing overall efficiency, Shifts by Everhour empowers healthcare facilities to deliver exceptional patient care while maximizing operational effectiveness. With its comprehensive solution, Shifts by Everhour sets the standard for modern healthcare workforce management.