Workforce Scheduling for Healthcare | WFO

Leading AI-Enabled Workforce Management Solution

Workforce Optimizer (WFO) helps hospitals operating under the Ministry of Health in Singapore to predict future workload/labor demand, optimize the deployment of their workforce, dynamically redeploys the workforce based on unplanned events, and provides greater visibility into workforce analytics.

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70%+

Less time spent on workforce scheduling

35,000+

Healthcare professionals’ rosters managed by WFO

5-15%

Labor cost savings per unit of service

80%+

Assignments to staffs’ “Most Preferred” shifts

CHALLENGES

Ministry of Health in Singapore oversees more than 35,000 healthcare professionals in 11 hospitals, 5 specialty centers, and 4 community hospitals with a capacity of 9,000+ beds in total.

As part of their workforce planning activities, managers have to evaluate a wide range of variables such as job volumes, fluctuations in workload, hourly wages, overtime rates, staff availability, staff preferences, staff skill mix, staff capabilities, and certifications, union rules, organization rules, and regulatory constraints.

Apart from that, managers face multiple conflicting objectives such as matching staffing with customer volumes, increasing staff satisfaction, ensuring a fair distribution of workload, reducing staffing costs, and minimizing the manager’s time spent on planning activities.

Additionally, with the outbreak of COVID-19, MoH has to change work policy across the affected units (3 shifts to 2 shifts) to support Business Continuity Planning, introduce new work policies quickly with applicable pay codes, create new COVID-19 units with the required coverage (headcount, skills) based on the changing demand, conduct contact tracing using a workforce analytics module that is integrated into the time and attendance tracking as well as workforce scheduling solutions.

SOLUTION

Unlike existing approaches, WFO uses AI and award-winning mathematical optimization techniques to process millions of complex scheduling rules to automatically generate optimized schedules and dynamically redeploy workforce in real-time based on unplanned events ensuring optimized use of hospital’s scarce resources.

In healthcare, Workforce Optimizer not only optimizes workforce planning across nursing, clinicians, ancillary and allied health, but also resource planning and appointment scheduling across treatment units like an operating theatre, catheterization lab, diagnostic imaging, and endoscopy. Workforce Optimizer also provides long term and home care organizations with an integrated and automated real-time scheduling solution that optimizes caregivers (nurses, doctors, and therapists) resources, increases productivity and revenue while decreasing travel, administration, and call center costs.

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Find out how we can help you implement these strategies to achieve your goals

Central features of Workforce Optimizer that benefited MoH:

Business Rules

Large workforces are subject to complex rules that govern workforce schedules and the calculation of pay and benefits. Automation and configurability of these rules are beyond the technical capabilities of many workforce management solutions. WFO uses high-level abstraction to scale to effectively manage the complexity of employee scheduling.

Labor Demand Forecasting

This module leverages machine learning to determine the size and the composition of the staff required to meet the quality of service targets based on predicted staffing demand coupled with enterprise goals.

Policy and Compliance Tracking

The tracking module allows staff, managers, and management to track workforce-related information effectively such as absenteeism, leaves, schedules, claims, work hours, credentials, and statutory holidays.

Workforce Analytics

Align every labour decision with strategic goals. This module delivers timely, actionable information to managers and executives so they can make better workforce decisions to improve labour productivity and efficiency throughout the organization.

Shift and Task Optimization

Allow managers to automatically generate a shift roster and task deployment using breakthrough AI and mathematical optimization engine. The module provides consistency checks in real-time to any changes made to the schedule, pinpointing the effects of such changes, the resulting deficiencies, and facilitating what-if-analysis.

Employee Self-Service

WFO Self-service and Mobile App enable staff to track availability, requests, leaves, roster, claims, work hours and empowers staff to participate in the scheduling process through a unique bidding system. It also allows enterprises to adapt swiftly to unplanned demands on its workforce and changing employee schedules.

Attendance and Claims

Automate and streamline the management of employee hours. This saves payroll staff considerable time and significantly reduces the risk of costly payroll errors.

Integration Adaptors

Integrate quickly with enterprise systems using pre-built interfaces based on RESTful (JSON/SOAP) web services standards. Seamless integration with other IT systems such as HR, Payroll, etc ensures that you can maximize value out of your existing enterprise infrastructure

Team Messaging

Connect securely and share your documents and files to anyone across any shift, duty, or department within your organization.