CASE STUDY

OR Staff

The Challenge

Customer Profile

Improves Accuracy, Increases Efficiency, and Empowers Staff Through QGenda

The administration for the OR Staff department at this Illinois medical center was spending countless hours manually building and maintaining provider schedules that required multiple revisions, all communicated on paper. Though the system handled basic scheduling functionality, it lacked automation and adequate customer support. This cumbersome and antiquated process resulted in major time lost and detracted the management team from completing other high-priority tasks.

In order to support the large and complex OR Staff group, the medical center decided to seek out a scheduling solution that would replace the insufficient platform, accommodate the group’s intricate scheduling rules, and improve operational efficiencies for both staff and administration.

The SolutionAfter discussing the satisfaction that other departments at the medical center were experiencing with QGenda, the OR Staff administration decided that QGenda was the right solution for its scheduling needs.

QGenda’s unmatched customer support, real-time access, and on-the-go mobile app functionality have revolutionized the way the group schedules. The providers now have the most up-to-date schedule at the palm of their hand with the QGenda mobile app, which allows them to schedule autonomously and message each other for more streamlined schedule communication.

“We switched to QGenda because all of the functionality lined up with our shift/scheduling needs, because everything could be handled on the computer, and because of the time savings associated with building and maintaining the schedule,” said the Nurse Manager. “Staff can now access the schedule from home via their smart devices, reports can be run quickly and easily, and rotations are now calculated in QGenda, replacing cumbersome manual efforts.”

“Additionally, QGenda’s automation rules for rotation schedules have made it much easier to explain to providers why they are receiving certain assignments - it has certainly taken the personal issue out of the conversation and relieved tension for all parties,” said the Nurse Manager.

This award-winning medical center is a non-profit, acute care teaching hospital offering comprehensive inpatient and outpatient services in Illinois.

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“Additionally, QGenda’s automation rules for rotation schedules have made it much easier to explain to providers why they are

receiving certain assignments - it has certainly taken the personal issue out of the conversation and relieved tension for all parties.

The Results

Nurse Manager, OR Staff

Overall, the OR Staff group has experienced the following main benefits: • Significant reduction in time to build and manage schedules • Empowerment of staff through autonomous scheduling • Automation through accurate scheduling of complex staffing coverage rules

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The OR Staff group increased workflow efficiency, streamlined schedule communication, and boosted staff morale with QGenda. With intelligent automation in place, providers now trust that their schedules are accurate and fair. Alongside improved scheduling, they also gained these benefits:

80% Reduction of Time: QGenda enabled the group to see when they would be understaffed or overstaffed based on patterns of demand over previous time periods.

Improved Fiscal Performance: QGenda improves provider utilization by scheduling the appropriate number of providers per day, cutting down on overtime spend or costs associated with pulling in last-minute resources.

Accommodation of Varying Shift Times: QGenda easily handles the complexities that lie within the variability of shift start times (rotating shift coverage between overnight, late starts, mix shifts, 8, 10, & 12 hour shifts, and call teams).

Improved Data Analytics & Reporting: QGenda’s requesting and reporting tools dramatically improved the group’s vacation request process, eliminating the use of carbon copy paper altogether. Approving multiple requests for holidays is simplified by the timestamp verification and notes features.

Enhanced Quality of Delivery: QGenda easily incorporates all pairing rules for OR Staff providers. They aim to have a 1:1 ratio of 48 scrubbers and circulators (24 each) on staff each day to handle their caseload. Accurate ratios of providers scheduled through QGenda improve surgeon satisfaction and quality of care.

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A B O U T

QGenda is the leading innovator in enterprise healthcare workforce management solutions, delivering solutions for provider scheduling, on-call scheduling, room management, time tracking, compensation management and workforce analytics. QGenda serves more than 3,500 organizations in over 45 medical specialties. Leading physician groups, hospitals, academic medical centers, and enterprise health systems use QGenda to advance provider scheduling, optimize capacity, and improve access to care. QGenda is headquartered in Atlanta, GA with offices in Baltimore, MD, and Burlington, VT.

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