Case Study: Saskatchewan Health Authority
Saskatchewan Health Authority (SHA)* was facing immense, varied challenges keeping up with the staffing demand of filling unexpected vacancies. With ~300 unplanned short-term absences to fill every single day, the scheduling department was in crisis mode.
*Note: On December 4, 2017, Saskatoon Health Region (SHR) became part of the Saskatchewan Health Authority, as the province's 12 Regional Health Authorities transitioned to a single provincial health authority. This case study is reflective of facilities located in Saskatoon and the area.
Using technology to simplify
complex scheduling processes.
Percent Fewer Scheduling Related Grievances
Times Increase in Call Out Capacity
Percent Reduction in Unfilled Shifts Organization Wide
Watch: SHA Immunization Success Story
Check out the video to learn how Andgo saved the Saskatchewan Health Authority $500K in scheduling costs and expanded their communication reach during a critical time. Hear from SHA, our CEO, Tom Ross and more!
Get a more in-depth look at the case study by reading on below.
Keeping Up with Unplanned Absences
Compounding the magnitude of the scheduling crisis were the inherent complexities of operating in a union environment and ensuring compliance with the procedure sets, time rules and shift granting rules in place. Highly inefficient, manual processes required 16 staff members to try and keep up with filling these shifts, resulting in an average time of 28 minutes to fill a shift.
Further, this manual, high pressure environment was prone to errors, leading to unnecessary overtime charges and an alarmingly high rate of scheduling related grievances. It was abundantly clear that the current process was not sustainable. With no apparent solutions available in the marketplace, there was no opportunity to get ahead of the problem and/or plan for future challenges that may arise.
Better yet, more efficient solutions were needed to ensure that work was completed in an accurate, timely manner.
Our commitment to a philosophy of Patient and Family Centred Care is at the heart of everything we do and is the foundation for our values. This philosophy of care is in essence our culture – who we are, the shared purpose that brings us all together and how our patients and families experience care every day. Through meaningful engagement and co-creating mutually beneficial partnerships among employees, physicians, patients, families, clients and residents, together we ensure a seamless health system that supports Healthy People, Healthy Saskatchewan.
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Benefits for Employees
Better Work-Life Balance
Through Andgo, employees can now take ownership of their schedule, putting them in the driver seat of their work-life balance.
Employees are empowered to be in control of their own personal information, notification preferences and availability. This enables employees to pick up the shifts they want, when they want, how they want, and even apply automatically for future shifts.
Benefits for Managers/Admins
Benefits for Staff Schedulers
Strategic & Rewarding Work
Andgo allows schedulers to more accurately and equitably fill shifts and allocate vacation in a fraction of the time compared to manual processes, significantly reducing costs and risks.
Prior to Andgo, schedulers were never able to keep up with the day-to-day demands of their manual scheduling workflows. By leveraging Andgo to automate repetitive, monotonous tasks, schedulers are empowered to be more strategic and do more thoughtful and rewarding work.
Andgo enables schedulers to create & post unfilled shifts months in advance, reducing the sheer volume of immediate need shifts.
With Andgo, schedulers can align the right people in the right shifts at the right time, improving both employee satisfaction and quality of patient care.
Results and Outcomes
By using Andgo, SHA’s scheduling staff are significantly more efficient, evidenced by a 33x increase in call-out capacity despite re-deploying 75% of the scheduling team to more strategic high-value tasks. Four scheduling staff can now manage the workload of 300 shifts to be filled on a daily basis. Other scheduling team members are strategically re-deployed to focus on more value-added scheduling activities and planning for the future.
These efficiency gains were realized through:
Switching to an intelligent automation system to drastically reduce the average time to fill a shift from 28 minutes to 3.5 minutes
Enabling employees to request & book shifts in advance, significantly reducing the volume of immediate need shifts to be filled
Automating the process from end-to-end; going beyond shift call-outs to automatically account for rules such as call lists and procedure sets
More Efficiency Wins At-a-Glance
In addition to these efficiency gains, SHA has seen an 80% reduction in scheduling related grievances, and a 3x gain in employee satisfaction scores with respect to scheduling. Overall, SHA has seen a return on investment in excess of 300% by deploying Andgo.
$3 saved for every $1 invested with Andgo
7X more efficiently filled vacant shifts
3X gain in employee satisfaction scores
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