Saving Time With Automated & Optimized Scheduling Software

Executive Summary

A leading health system in Pennsylvania operates a Level I Trauma Center that is Magnet Recognized and designated as a Certified Chest Pain Center and Advanced Primary Stroke Center. The organization has also earned a major regional quality award for reducing the time between patient arrival and discharge. The organization’s Emergency Department serves as a primary entry point for patients seeking urgent medical care.

Challenges

The health system’s previous scheduling software could technically build schedules, but not for the ED—that process was too complex. Schedules for the ED were created by hand then entered into the scheduling system. And after the fact, the system could do nothing to optimize those schedules to balance shifts. As the complexity of their scheduling requirements grew, so too did the need for a versatile system that could handle the increasing number of changes with ease. As time went on, the old software was costing more time, money, and resources, and suboptimal schedules led to some dissatisfied providers. They found the interface to be tedious and a bit confusing, which made actions like submitting requests for shift swaps and time off more difficult than they should’ve been. Plainly put, the software couldn’t handle the complexity of the ED. It was time for a change.

Solution

In 2016, the health system transitioned the ED to Lightning Bolt Scheduling after observing the success of deployment in its hospitalist group. After implementation in the ED, positive outcomes were quickly recognized.

“I have nothing but good things to say about Lightning Bolt. It saves me countless hours by creating the schedule and allowing providers to manage their requests. The system is absolutely fantastic.”

Chair, Department of Emergency Medicine

Results

• Time Savings
  Automated generation of accurate, highly complex schedules that account for individual provider preferences, significantly reducing the need for manual adjustments after schedules are created.
• Autonomy
  Providers are empowered to submit and manage time-off requests and shift changes directly within the system, with schedules updating dynamically in real time.
• Work–Life Balance
  More than 1,000 time-off requests and other individual preferences are incorporated each month before schedules are finalized, helping providers better balance professional responsibilities with personal well-being.