Since adding SpectraSoft, Madonna grew from a facility with 60 therapists and 100 patients per day to one with 80 therapists and 120 patients a day. Although the added workload is a lot to juggle, they have never had to increase their scheduling staff beyond 1.75 full-time employees.
SpectraSoft User Review:
Madonna Rehabilitation Hospital
Fewer FTEs Required for Scheduling
In the 5 years that we’ve used AppointmentsES, we’ve grown from a facility with 60 therapists and 100 patients per day to one with 80 therapists and 120 patients a day. Many patients receive 3 or more hours of therapy each day in a variety of disciplines.
Although the workload is a lot to juggle, we’ve never had to increase our scheduling staff beyond 1.75 full-time employees. By contrast, I recently visited a similarly sized hospital that requires four people to manage the same scheduling volume.
Unique Scheduling Views Designed for Inpatient Rehab
AppointmentsES has many advanced capabilities. Daily time slots run along the side of the PC screen. Across the top are columns containing the schedule of every therapist and patient, as well as resources such as equipment and rooms. Users can view up to 16 columns at a time and define as many screen views as they choose.
For example, therapy supervisors can see their therapists’ schedules; therapists can view patient schedules; and group facilitators can view group members’ schedules. Users can even spontaneously define columns to see the schedule of something they don’t normally track.
Each employee at our facility uses the system for his own purposes and every screen refreshes automatically in real time when a change is made. This makes our entire operation transparent. One click pulls up a scheduling window for a patient. It takes only a few seconds to book the patient, therapist and resources needed for treatment.
The system offers detailed color coding by appointment or patient type. We only use colors to indicate certain categories, such as new patients, groups or cardiac patients that can’t be scheduled after they eat, but virtually any type of appointment can be coded for quick identification.
The patient schedule view lets us quickly confirm that every patient required to get three hours of therapy is correctly scheduled. This view also makes it easy to track the “up” and “down” times for patients with spinal cord injuries.
Easily Find Open Times
For simplicity’s sake, we book a series of recurring appointments for the various appointments each new patient needs.
Once they’re on the schedule, it’s easier to see where we need to move staff to accommodate daily needs. The system can also automatically delete any remaining appointments for a discharged patient.
In addition, we use AppointmentsES to display time-off schedules for therapists up to a year in advance. These schedules include days and times not at work, as well as unavailable blocks of time for regularly scheduled meetings, lunches and other activities.
Although employees can view their schedules in real-time on our PC system, it’s convenient to print daily schedules for each therapist, patient, department and unit. Printed schedules are especially popular with patients.
We also print a master schedule for our seven nursing units so they can see when patients are scheduled for individual or group therapy.
Flexible Group Scheduling
The group scheduling functionality is robust and flexible. We have many groups with different specialists, and these groups constantly change. AppointmentsES lets us add and remove patients or clinicians from a group in seconds. Scheduling the group is as easy as scheduling an individual patient, but every group patient is tracked separately.
The Problem With Wall Boards
On my survey trips, I see numerous hospitals that still use rudimentary scheduling tools such as magnetic or white boards. People have to constantly run back to the board to keep up with adjustments. There are also hospitals where therapists do their own scheduling, which is inefficient.
AppointmentsES from SpectraSoft enables us to efficiently and economically manage the scheduling for our busy inpatient hospital. It helps us maximize the use of therapists and other resources, and deliver optimal patient care.
The features, functions and flexibility of the system make it possible to adapt the software to our workflow rather than change our workflow to fit the software.
We’re also pleased with SpectraSoft as a provider. The company has incorporated our suggestions into its software and helped us with a successful implementation.