Excellence in Staff Management Systems Care Systems brought their staff management expertise to health care in 2003 after a decade of providing staff management systems to other industries. We embraced the challenge of building a system to completely accommodate the health care industry s complex staff scheduling environment. Over the years, we have far surpassed the capabilities of legacy scheduling systems and now offer the only truly automated staff management product suite CareWare. With CareWare, our comprehensive staff management system, creating a schedule that meets your coverage needs and adheres to your policies and preferences is as simple as clicking a single button. You can also use CareWare s user-friendly interface to effortlessly create schedules as you please how you use the system is completely up to you. But no matter how you is it, CareWare will improve staff satisfaction, maximize staffing effectiveness, and help managers operate more efficiently. As a result, CareWare always delivers significant financial savings. Consisting of six tightly integrated modules, the CareWare Suite is the most complete system for managing staff. CareStaffer, our flagship module for creating and managing staff schedules, offers a new level of functionality in its intelligent scheduling algorithms and rule based scheduling. Its five complementary modules work hand-in-hand with CareStaffer to make staff management an opportunity for financial and time savings, rather than a burden. 2 CareWare is not a want; it is something hospitals need to survive. Jacqueline Hardy, Associate Director of Nursing and Quality West Middlesex University Hospital Proven Savings Each hospital that has used CareWare has achieved a Return on Investment of at least 50%. In fact, CareWare averages ROI in the hundreds of percent. Flexibility and Ease of Use CareWare is not only user-friendly, but also configurable to your specific management needs and preferences, even on an individual unit level. Staff Satisfaction With CareWare s controlled self-scheduling option, you can empower your staff members by including them in the scheduling process they can even access the system from home or on their mobile phones. Robust Interfaces We have a reputation for finding the simplest and most efficient way possible to integrate CareWare with your existing HR and Payroll systems. Whether you use Kronos, Lawson, Meditech, or another system, we make sure all of your data works for you. Exceptional Customer Care With CareWare comes Care System s acclaimed 24/7 customer support. We guide you through every step of the CareWare process, from set-up and deployment, to training and everyday use. If you have any questions or concerns, our support team is just an email or phone call away.
What is CareWare? In Healthcare, staff management is a constant challenge of balancing priorities. Managers must ensure that they have scheduled not only enough staff, but the right staff. On top of that, managers must consider hospital staffing policies, staff preferences, and budget limitations. CareWare, our comprehensive suite of staff management systems, eliminates the need to balance these priorities. What Will CareWare Do for You? Save money by minimizing overstaffing, overtime, and your use of agency staff Save time by eliminating the frustration of manual scheduling Monitor and manage scheduling costs Improve staff retention and satisfaction by offering your employees more flexibility Provide real-time information accessible from anywhere even from home Generate detailed reports and comprehensive audit trails for staffing analysis and record keeping Analyze how your staff members are using CareWare 3 CareWare has helped us become so much more efficient...we are saving $500,000 a year just in our use of agency staffing alone! Rebecca Walker, Nurse Manager in Support Services Chesapeake Regional Medical Center The CareWare Suite With six tightly integrated modules, the CareWare Suite is the most complete staff management suite available. CareStaffer Our Flagship Product for Optimized Workforce Scheduling CareWorks Event Driven, Real Time Skill Mix and Demand Estimation CareLearn Integrated Education Scheduling and Licensure Management CareTime Time and Attendance System CareBank Integrated Open Shift and Agency Management CareSight Short-term and Mid-term Staffing Forecasts with Seasonality and Trends
CareStaffer Optimized Workforce Scheduling Proper workforce scheduling lies at the heart of every hospital s main goals. Ensuring that each shift is staffed by enough staff members with the right skills is vital to providing quality patient care. Efficiently allocating staff members to shifts is vital to reducing staffing costs. CareStaffer provides managers and executives with the tools and information necessary to achieve these primary goals. 4 Schedule Planning CareStaffer accommodates the entire spectrum of schedule creation, allowing you to mix and match between several different scheduling approaches. Cyclic Scheduling Have employees that work set schedules? Use CareStaffer s recurring schedule template to automatically fill schedules with recurring work patterns of up to 12 weeks in length. Centralized Scheduling Quickly and easily fine-tune your schedules with CareStaffer s user friendly scheduling tools. Self-scheduling Empower your staff members by allowing them to participate in the scheduling process, without sacrificing the integrity of your schedules. Automatic Scheduling Create schedules with minimal overstaffing, understaffing, and overtime with the click of a button. Adjusting to Unexpected Changes in Stride Being able to easily plan your schedules in advance is very important. But what if a staff member calls in sick? What if your census suddenly increases? We understand that things don t always go according to plan. CareStaffer provides a number of tools to help you quickly recognize changes to your staffing situation and adjust to the changes accordingly. Accurate and Up-to-date Coverage Needs CareStaffer imports census data from your existing hospital systems to calculate each unit s required staffing numbers. CareWorks, our module for demand and nursing skill mix estimation, takes things a step further by factoring patient assessments and acuity into required nursing effort and skill mix calculations. Daily Staffing CareStaffer s Daily Staffing screen allows managers to view and schedule for multiple units side by side. For each unit managers can see any understaffing or overstaffing and who is scheduled to work. Floating an employee between units is as simple as clicking and dragging. Search for Resources CareStaffer helps you find the most suitable employees to fill empty shifts. The system even ranks your employees by how suitable they are for the shift. You can also view employee s past responses, review the cost of assigning a shift to an employee, or text message an employee from the system.
CareStaffer for Managers and Executives We have worked closely with active healthcare managers and executives to develop features in-tune with their needs. With CareStaffer staff management is no longer a time consuming hassle for managers. For executives, staff management is no longer a financial burden, but a source of savings. 5 Comprehensive Reporting and Analytics CareStaffer s Managerial Dashboard not only condenses large amounts of staffing data into useful charts and graphs, but also proactively analyzes staffing trends. With over 30 information sets, the Dashboard allows managers and executives to quickly visualize staffing needs, budget trends, absenteeism rates, and much more. CareWare also has over 40 different configurable reports and gives you the ability to create custom reports to organize any data according to your needs. Integrated Communication Finding the right employee to fill a shift is difficult enough, but actually contacting the employee is often even more difficult. CareStaffer not only helps managers identify multiple options for filling a shift, but also allows them to text message, email, or call these employees directly within the system. Once an employee has accepted the shift and a manager has approved the assignment, all other employees will receive a message notifying them that the shift has been filled. In our initial meeting there was a lot of, Can it do X, Y and Z? and the answer was always, Of course. We took that with a pinch of salt at that time, but that s what is now happening. Guy Young, Director of Nursing and Quality Homerton University Hospital NHS Trust Streamlined Staff Management CareStaffer makes everything related to staff management faster things that used to occupy hours or days of your valuable time will now only take minutes. Managers receive all requests for time-off, schedule trades, and schedule changes as simple, electronic notifications. Approving or denying a request is as quick as pressing a button. CareStaffer s intelligent resource finder also makes identifying ideal employees to fill an open shift much quicker. Not to mention that CareStaffer s flexible scheduling options and user friendliness make schedule building simple and fast. Automatic Alerts When we implement CareStaffer at your facility, we will gather each unit s individual scheduling policies and embed them into the system. CareStaffer will check these policies for every staffing action and alert you if you have violated any of them. As a result, you don t have to check whether an assignment creates overtime, gives an employee enough rest time, or conflicts with another assignment. Unit Schedule Screen Credential and Skill Management You will no longer need to worry about assigning employees with the right skills and credentials, because CareWare will do it for you. Need a nurse with ACLS certification? CareWare will find one for you. CareWare even warns you if you try to schedule an employee who is missing a required credential. If you store your credential information in another system, we can easily import it into CareWare.
CareStaffer for Staff Members CareStaffer s managed self-scheduling approach allows staff members and managers to participate in a collaborative scheduling environment. This approach allows staff members to sign up for their shifts, but within manager defined constraints. For example, a manager might require staff members to work 2 weekend shifts every pay period, or a certain amount of night shifts. In the end, staff members have much more flexibility and managers get the coverage they need. 6 Employee Self-service Calendar View and sign-up for individual schedules. Submit requests for time-off or time-on. Request schedule changes. Specify availability and unavailability to work extra shifts. Receive and respond to last minute call-ins or call-offs. Create reminders for upcoming tasks. Nurses tell me all the time how happy they are with CareStaffer. They love the flexibility and control they now have over their schedules and lives. Mary Lou Watson, Vice President of Nursing St. Mary s Hospital Automated Shift Swapping CareStaffer offers employees great flexibility by allowing them to swap shifts online or from their mobile phones. The system will even find a list of employees who are available to trade a shift with you. Managers have complete control over what types of swaps are allowed. For example, they can ensure an effective schedule by allowing RNs to swap shifts only with other RNs. Access from Anywhere Imagine being able to sign up for your schedules from anywhere and at any time. CareStaffer s web-native architecture makes scheduling, submitting leave requests, trading shifts, messaging fellow employees, and much more entirely possible from anywhere with an internet connection. With a mobile smart phone, staff members can access CareStaffer from anywhere in the world. Integrated Support CareStaffer s Contact Support button is a one-click solution to any of your questions or concerns. Simply click the button, located on every CareStaffer screen, and send your question directly to our client support team we guarantee a rapid response. However, not all issues can be resolved by messaging back and forth, so we also provide traditional telephone and email support. Electronic Leave Requests The days of managing requests for leave or paid-time-off via paper request forms or Excel spreadsheets are well in the past. CareStaffer streamlines the entire request process: staff members use CareStaffer to submit their requests to managers and the manager either approves or denies the request. Staff members can also submit recurring requests to accommodate things like temporary classes.
CareWorks Skill Mix and Demand Estimation 7 CareWorks, our complementary system for managing acuity and nursing skill mix, interfaces with existing clinical data systems to match each patient s condition to a proper nursing skill mix. These interfaces are real-time, event-driven, and HL7 compliant. What Will CareWorks Do for You? Track turnover/churn in a unit, including admissions, discharges and transfers. Define and track events that drive nursing needs for patient care, like escorting patients, suicide watches in psychiatric units, social interaction needs, code blues, etc. Track key patient care / performance indicators like patient falls, hospital acquired infections, pressure ulcers, etc. Estimate required staffing levels using nursing workload information created by the above events. Compare estimated staffing levels and available (scheduled) staffing levels. Real Time Updates CareWorks tracks and updates patient acuity assessments in real time. While other systems only update patient acuity assessments after a change of shift or some other prearranged time, CareWorks updates whenever necessary. Real Time Dashboards With CareWorks real time dashboards, you can see the status of any unit with a single glance. These dashboards organize and display workload information like number of admissions, discharges, and patient falls. CareWorks also analyzes acuity, skill mix, and census information to display useful comparisons between needed staffing levels and actual staffing levels. Powerful Reporting CareWorks comprehensive reporting features allow you to organize any data you want in any way you choose, so you spend less time organizing your data and more time actually using it. With CareWorks, a wealth of information is always at your fingertips. Accessible from Anywhere Like all of our systems, CareWorks is fully accessible from anywhere. You can even use your smart phone to view and update patient acuity assessments, receive alerts, and keep track of your unit s status and performance. Flexibility CareWorks can use any specialized assessment methodology to classify different patient types. It then assesses acuity levels of each of these different patient types within different units. CareWorks can also accommodate both manually entered visual assessments and clinical data from existing hospital systems.
CareBank Open Shift and Agency Management 8 CareBank is fully integrated with CareStaffer to allow employees of all levels, including managers, staffing officers, and staff members, to collaboratively track and fill open shifts. In the event that you need to turn to temporary staff, CareBank simplifies scheduling from float pools or outside agencies. As a complementary module, CareBank comes included with CareStaffer at no additional charge. Fill Open Shifts Bidding If you have planned your schedule ahead of time but still need to fill some understaffed shifts, CareBank s bidding feature is an ideal solution. This feature allows managers to broadcast open shifts to staff members, who can then login to the system and bid for the shift. CareBank helps managers decide which employee is the best option by displaying the cost of scheduling each employee, as well as whether the employee will incur any overtime hours. Collaborate with Your Staff Employee Availability Staff members can login to the system and indicate when they are available or unavailable to work extra shifts. This tool is invaluable when trying to fill a shift at short notice: rather than call several employees before finding one who can work the shift, managers can immediately identify employees who can and cannot work the shift. Plus, with CareStaffer s powerful, integrated communications ability, managers can simultaneously text message or email several employees at once. Schedule Temporary Staff If you have exhausted all of your resources and still have shifts to fill, CareBank provides the ability to send a list of remaining needs to the temporary staffing office. The temporary staffing office can then review the open shifts and assign them to suitable float pool or outside agency staff. Once they have assigned the shifts, CareBank communicates with CareStaffer to automatically update all schedules.
CareLearn Integrated Education Scheduling and Licensure Management 9 Scheduling your employees' shifts is already difficult enough, but when you throw education into the mix, things become even more complicated. With CareLearn and Carestaffer, however, coordinating education and work schedules is simple and automatic. Here s how it works: 1. Practical Course Planning Use CareStaffer's credential tracking to decide who needs credential renewals and CareStaffer's schedules to find the best time to schedule classes. 2. Detailed Course Options Specify multiple modules, class times, exams, instructors, and even rooms for each course. 3. Employee Sign Up Employees login to CareWare and select courses from a course list specific to their position. CareLearn will not allow them to sign-up for any courses that interfere with their work assignments. 4. Manager Review Review employee sign-ups for courses. If any courses interfere with work assignments, then CareLearn will alert you. 5. Synchronize CareLearn instantaneously synchronizes with CareStaffer to add scheduled courses to employee and manager schedules. Once employees pass a class and receive a credential, CareLearn will automatically update their credentials as well. 6. Review Results With CareLearn's comprehensive reports, you can track anything related to education: Class Attendance Exam Scores Pass/Fail Status Course Fee Payment Credential Information
CareSight Short-term and Mid-term Staffing Forecasts with Seasonality and Trends 10 CareSight uses artificial neural network and advanced regression techniques to predict needed staffing levels and skill mix in detail 1 to 7 days in advance. CareSight also predicts broader staffing trends 2 to 4 weeks in advance, as well as provides seasonality predictions and annual trending. How Does it Work? CareSight bases its predictions on several data sources: Average census rates Patient flow patterns Expected discharge dates, Patient acuity levels (if available) Care pathways (if available) Ensure Proper Coverage With CareSight s predictions, you can make reliable staffing allocations before the current day of operation. CareSight predicts not only an accurate staffing need, but also an accurate skill mix need. As a result, CareSight eliminates the hassle of constantly searching for the right employee with the right skills to fill a specific shift. It also ensures that your patients are in the right hands. Improve Cost Efficiency By providing managers with a reliable picture of expected staffing needs, CareSight allows managers to make more cost efficient staffing allocations. The system ensures that employee resources are scheduled only when they need to be scheduled, thus reducing staffing costs and the practice of sending staff members home early without pay. CareSight also provides managers and executives with yearly and seasonal staffing trends to help them plan more cost efficient budgets. Accurate Predictive Technology Traditional statistical methods of predictive modeling have proven to be inaccurate and unreliable. CareSight s artificial neural network and advanced regression techniques, however, can capture the underlying, real-life processes and complex data native to any hospital environment.
What Sets CareWare Apart? 11 Designed by You We have matured our system by listening closely to our clients requests and needs. If you need a new feature, simply tell us and we will typically incorporate it into our next bi-yearly update, which we provide at no extra cost. As a result, the CareWare Suite is more in tune with healthcare needs than any other system. Accessible from Anywhere CareWare s web-architecture allows you to access the system from anywhere the hospital, the office, your home, or even your cell phone. Flexible Hosting Options If you prefer to host your systems in-house, we will coordinate with you to make set-up quick and easy. You can also save your IT team the trouble by taking advantage of our reliable remote hosting services for just a small additional charge. Absolutely Amazing Customer Service Our first priority is to ensure that you are successful in using CareWare that s why we built the Contact Support button directly into the system. It s also why In 2008 the American Hospital Association described our customer service as Absolutely Amazing. Rapid Delivery Our goal is make your transition to a new system smooth and painless. With decades of scheduling experience, Care Systems deploys the CareWare Suite in just 8 to 12 weeks, while other scheduling companies allow implementation to draw on for years. We have also become the industry expert in interfacing with existing HR, payroll, and education systems. CareWare and its related modules are fast becoming the nerve center of Nursing Management at Good Shepherd. Ron Short, Director of Nursing & Rehabilitative Services Good Shepherd Medical Center
What Our Clients Have to Say 12 The staff are sticking with CareWare because a) the product is fantastic, and b) the support has always been there for us. The collaborative work has been unparalleled I ve never experienced anything like it. We are quite a cynical bunch at the National Health System and we like things proven before we take them on board. In our initial meeting there was a lot of, Can it do X, Y and Z? and the answer was always, Of course. We took that with a pinch of salt at that time, but that s what is now happening. Guy Young Director of Nursing and Quality Homerton University Hospital NHS Trust CareWare is not a want; it is something hospitals need to survive. Jacqueline Hardy Associate Director of Nursing and Quality West Middlesex University Hospital We are a 450 bed acute care hospital. We selected CareWare over one of the more established companies in 2006. It is, in retrospect, a great decision. Both CareWare and its customer support has been exemplary. CareWare and its related modules are fast becoming the nerve center of Nursing Management at Good Shepherd. In the savings of time to create schedules (not counting the far greater impact on temporary staff expense), we have saved over $150,000 in our 25 wards. We are now extending CareWare to other staff categories and a newly acquired Center. In 2007, the national Health Data Management magazine and the Capital Area Roundtable in Nursing Informatics recognized us with an Award for effectively streamlining nursing operations using CareWare. Ron Short Director of Nursing & Rehabilitative Services Good Shepherd Medical Center CareWare has helped us become so much more efficient. Now that we can see the whole picture with all our different units, we can fill in those scheduling gaps before going to an agency. We are saving $500,000 a year just in our use of agency staffing alone! Rebecca Walker Nurse Manager in Support Services Chesapeake Regional Medical Center 2400 Research Blvd, Rockville, MD USA 20850