MEDICAL STAFF SCHEDULING SOFTWARE
Simplify your healthcare staff scheduling
Use medical staff scheduling software to help your healthcare facility save time and manage labor costs. Plus, your team will love it.
Sign up and start scheduling your employees for free now, or check out more of our awesome features below.
Start scheduling and tracking time today.
Makes payday a breeze with easy payroll integration.
Control costs with pay rules and schedule integration.
Turn any device into your healthcare facility’s employee time clock.
Healthcare staff scheduling software
Schedule your healthcare employees with ease
Streamline your healthcare organization operations and increase efficiency with better employee scheduling. Your healthcare workers will be notified of new shifts and can confirm them, so you know they’ve seen the schedule.
Make changes quickly to adjust for callouts and empower your employees to manage their schedule with OpenShifts and shift swapping.
You can save up to 15 hours a week with better medical staff scheduling software.
Healthcare staff time clock and timesheets
Healthcare employee time tracking has never been easier
Track your healthcare facility staff’s attendance, breaks, and time off with ease. The integrated time clock and schedule save time and reduce human error during payroll. Control labor costs with real-time overtime alerts and in-depth reporting.
SCHEDULE ACROSS HEALTHCARE FACILITIES
Use job sites to keep your healthcare employees in the right place
Share eligible employees across your healthcare locations to improve patient care. You can use job sites to assign your healthcare employees to certain departments or floors. Plus, you can use the job site view in the schedule to track and manage the assignments to reduce confusion and ensure compliance.
Healthcare employee team messaging
Team chat app for a connected healthcare workplace
Keep team communication and collaboration on one secure platform. Message employees one on one, in groups, or all at once. Protect the privacy of your workers with communication that doesn’t require you to share their phone numbers.
Lindsay LaFoy
Miss Mixology
Customer since 2015
Rave reviews for our time clock app
Reliable time tracking. Hassle-free attendance management.
Digital timesheets, payroll integrations, and labor reporting help you manage your budgets and get back to business. Customers have reported seeing savings as large as:
20%
Decrease in labor costs
8x
Time saved scheduling
3x
Reduction in employee no-shows
Employee Scheduling for Healthcare Facilities
Glowing reviews from our clients in healthcare
75
Employees
5x
Time Savings
6
Schedules
Streamlining operations for dynamic healthcare
75
Employees
5x
Time Savings
6
Schedules
Latitude Air Ambulance is a dynamic case management, bed finding, long/short-haul repatriation, medevac, and organ transport service based in Ontario Canada.
"Switching to When I Work allowed me to focus on more valuable work and the mobility of the schedule means I don't have to be tied to the computer. "
– Shannon McCracken , Asset Management Coordinator
Prior to using When I Work, Shannon was spending 20 hours a week creating and managing the medical operations schedule in Excel. She knew she needed a way to forecast needs more effectively to control costs, fill gaps in coverage, and improve communication. Implementing When I Work has created a collective hub for multiple departments to collaborate on multiple schedules, which has resulted in Shannon now spending 4 hours a week scheduling.
Products Used
Scheduling
Attendance
Team Messaging
40
Locations
750
Employees
When I Work simplifies scheduling and keeps staff connected
40
Locations
750
Employees
Providing high quality, convenient, and affordable dental care
"When I Work has made our communication so much better. Now, employees can record their time and easily communicate if they can't take a shift."
– Talitha Rieken , Manager
With data dispersed between two calendars, Talitha was responsible for employee scheduling, tracking hours, managing employee availability, accountability, and training. Prior to using When I Work, Talitha’s staff relied on Outlook calendars—a system that wasn’t shareable or user friendly. After adopting When I Work and onboarding employees into the system, employees across the board have received the software with positive acclaims. Not only does it fit well with flex-time workers, scheduling capabilities now extend to multiple locations to help save time and eliminate manual entry.
Products Used
- Scheduling
- Team Messaging
120
Employees
3
Care sites
Mobile scheduling software improves team communication at regional healthcare facility
120
Employees
3
Care sites
Teaching hospital providing award-winning care through compassionate caregivers and clinical expertise.
"The ability for associates to contact each other or a manager contacting an associate utilizing the mobile application adds an efficiency we didn't expect. Overall a great addition to our care sites and associates!"
– Jenessa Williams , Chief Nursing Officer and Administrator
Prior to When I Work, Jenessa was using a different software to complete scheduling from week to week. However, its inability to be accessed remotely made scheduling a cumbersome task to execute. She wanted software that was just as mobile as her and her staff. Not only did When I Work streamline the scheduling process at SCL Health-St. Joseph, it made scheduling mobile and had a major impact on team communication. Jenessa says, “When I work is user-friendly for all, managers and associates included. We have multiple roles across several care sites and When I Work makes scheduling and communicating a breeze.”
Products Used
- Scheduling
- Team Messaging
125+
No. of Employees
60%
Reduction in Time Spent Scheduling
9
Locations
Scheduling and team communication made easy
125+
No. of Employees
60%
Reduction in Time Spent Scheduling
9
Locations
Josiah Gin is the Facilities Manager at Coury & Buehler Physical Therapy— which operates in several locations across Orange County, California. While Josiah still serves as a Physical Therapy Aide, one of his main responsibilities as Facilities Manager is creating the weekly schedule for the practice.
"[It] saves a lot of time!"
– Josiah Gin , Aide & Facilities Manager
Josiah Gin is the Facilities Manager at Coury & Buehler Physical Therapy— which operates in several locations across Orange County, California. While Josiah still serves as a Physical Therapy Aide, one of his main responsibilities as Facilities Manager is creating the weekly schedule for the practice. Before When I Work, Josiah was using spreadsheets to make the schedule, which he said, “took forever.” Having visibility to staff availability was difficult to manage in this process. He knew there had to be a better way to manage to schedule. Josiah chose When I Work for Coury & Buehler Physical Therapy because everything you need for scheduling is housed all in one place— compared to multiple spreadsheets. The Coury & Buehler Physical Therapy staff also uses the Team Messaging feature frequently to keep lines of communication open throughout the team. Since using When I Work, Josiah has seen an increase in employee accountability, improved team communication, and says, “[It] saves a lot of time!” when putting together the weekly schedule. With the time that he’s saved each week using When I Work, Josiah can ensure patients are receiving the highest level of care and the practice can focus on its mission to relieve pain, retrain movement, and restore function for every patient.
Products Used
- Scheduling
- Team Messaging
500
No. of Employees
8
Locations
10
Hours Saved Per Week
Scheduling software saves medical center 10 hours a week
500
No. of Employees
8
Locations
10
Hours Saved Per Week
Michael chose When I Work for Kaiser Permanente Woodland Hills Medical Center because of how easy and intuitive the app is to use.
"It’s very effective for communicating with employees that are mobile."
– Michael Bruse , Managerial Senior Consultant
Michael Bruse is the Managerial Senior Consultant at Kaiser Permanente Woodland Hills, part of the Kaiser Permanente healthcare network. Prior to using When I Work, it would take Michael’s team over 40 hours across 8 managers to complete the weekly schedule using a custom spreadsheet. While it was an okay solution, Michael and his team found that it was causing duplication of shifts and made it diicult for everyone to see shis once they were assigned. Michael chose When I Work for Kaiser Permanente Woodland Hills Medical Center because of how easy and intuitive the app is to use. He says, “Review user ratings in the app store. This program gets very high ratings for friendliness.” Michael finds this to be especially true for his mobile users, saying, “It’s very eective for communicating to employees that are mobile. His team has saved over 10 hours every week using When I Work for their scheduling needs. This has enabled better communication amongst his team, filled shis seamlessly, and reduced headaches related to updating a spreadsheet every week. Additionally, Michael has seen great value in using When I Work across the Woodlands Hills Medical Center citing labor cost savings, time savings, improved team communication, as well as increased employee satisfaction. With the time they’re saving using When I Work, Michael and his team can now focus on ensuring patients receive the best possible care at Kaiser Permanente Woodland Hills Medical Center.
Products Used
- Scheduling
Healthcare facilities we schedule
MEDICAL STAFF PAYROLL SOFTWARE
Pay your healthcare employees with a single click
Run payroll for your healthcare employees whenever you want, without importing timesheets or waiting to close pay periods. Plus, When I Work medical staff payroll software lets you see your labor costs in real time, not just estimates like other payroll providers.
TIMESHEETS INTEGRATE DIRECTLY WITH PAYROLL
Processing payroll can be easier and more reliable.
Export employee timesheets and process payroll quickly with integrations to your favorite payroll provider.
Loved by millions around the globe
1 in 10 employees have used When I Work.
When I Work is rated 
by our customers on Capterra.
MEDICAL STAFF SCHEDULING SOFTWARE AND TIME TRACKING APP
A powerful duo. An integrated time clock and work schedule.
Control labor costs
Manage your healthcare organization’s labor costs in real-time with labor distribution reports. See where your worked labor cost was spent and find out where your labor budget is being allocated. You can break it down by position, schedule, and job site.
Simplify payroll for your healthcare facility
Streamline your payroll process by importing your timesheets. When I Work integrates with your favorite payroll providers to make it simple. Reduce errors and save time every pay period.
Start labor budgeting
Manage the labor budget for your medical organization with simple tools. Set percentage targets and see the differences between hours scheduled and hours worked. It’s built right into the schedule to help you keep track.
Prevent overtime
Receive overtime alerts and run labor reports to easily manage overtime. Get alerts when building the schedule to avoid giving an employee shifts that would push them into overtime. Use reports to see the latest trends at your healthcare facility and quickly adjust the schedule if needed when an employee is approaching overtime hours.
Manage breaks
Easily manage your healthcare employee breaks with the click of a button. Set breaks for certain shifts and let employees report paid breaks at clock out. Employees can also record unpaid breaks easily.
