Stop patching holes in the schedule
We deliver a validated schedule every week—enforcing 13 hard rules and 8 soft rules—with auto-recommended replacements when staff call out or take leave. You approve exceptions, we handle the rest.
This isn't "another scheduling tool"
Software is just a faster way to make mistakes. Our service removes the patching burden entirely.
Software
(You do the work, the tool just hosts it)
- You build drafts + train staff on the tool
- You configure and maintain 21 scheduling rules
- You manually find replacements when someone calls out
- You track weekend/holiday fairness in spreadsheets
Our Service
(We deliver validated schedules, you approve)
- Upload your data via Excel → we handle the rest
- 13 hard rules + 8 soft rules enforced automatically
- Call-out or leave? Top 3 replacements with reasons, one-click approve
- Fairness tracked automatically—weekends, holidays, overtime
Built for Critical Access Hospitals in Texas
Lean Staffing Reality
Where a single call-out can break coverage for the entire unit.
24/7 Emergency Coverage
Maintaining the ED "ready-state" while balancing small bed counts.
Rural Constraints
Distance makes "just add staff" unrealistic. We optimize what you have.
Common CAH Scenarios We Handle
- 7 PM call-out → System auto-finds top 3 replacements with reasons
- Leave approved → Affected shifts get replacement candidates automatically
- Weekend fairness complaints → Tracked and enforced (3 per 6 weeks)
- Junior-heavy night shift → Skill mix rules require Level 4+ supervision
- PRN scheduling chaos → Only scheduled on days they marked available
- Holiday assignment disputes → Annual tracking, Christmas Eve+Day combined
- Who approved what? → Full audit trail of every change
Auto-Recommended Replacements
When someone calls out or leave is approved, you don't hunt for replacements—the system does.
How it works
- 1
Call-out or leave approved → System automatically searches for candidates
- 2
Checks availability, qualifications, hours worked, rest requirements, 60h limit
- 3
Follows escalation ladder: Float Pool → PRN → Overtime → Agency
- 4
Presents top 3 candidates with explanations → You approve one click
Each candidate includes reasons
So you know exactly why they're recommended:
- ✓ "Float pool staff - designed for coverage"
- ✓ "Cross-trained for ICU"
- ✓ "PRN staff - marked available for this date"
- ✓ "High reliability rating (5/5)"
- ✓ "No overtime (within 40 hours)"
- ✓ "Low flex hours YTD (fair distribution)"
Result:
Top 3 ranked candidates + Reasons for each + One-click approval → Assignment auto-created
Schedule stability that protects your nurses' valuable time and your budget
We don't just fill slots; we manage the integrity of the unit.
On-Time
Schedule posted on time with significantly fewer revisions.
Fewer post-publish holes
We track and minimize holes after posting weekly.
Clean Escalation
Drastically reduced manager intervention in daily staffing.
OT Flags
Overtime risk surfaced and mitigated before posting.
Audit-Ready
Exception log ready for staffing committee review.
Your Weekly Schedule Package
Delivered every Thursday 3pm (or your chosen cadence). No more "CSV" headaches—just post and hand off.
Schedule PDF
Post-ready, cleanly formatted for the unit board.
Excel Workbook
Final schedule + exceptions log + risk flags. Export → Edit → Re-import anytime.
Scenario Comparison
Multiple schedule options scored by coverage, fairness, and cost. Pick the best fit.
Manager Summary
What changed, pending approvals, and budget impact.
Audit Trail
Complete history of every change—who, what, when—for compliance.
21 scheduling rules, validated automatically
Every schedule runs through 13 hard rules (must not violate) and 8 soft rules (optimized with penalties). No manual checking needed.
HARD 13 rules that cannot be broken
- ✕ Minimum staff per shift - Based on census bands
- ✕ Charge nurse required - 24/7 clinical leadership
- ✕ Patient-to-nurse ratio - Census band limits enforced
- ✕ 10-hour rest between shifts - Fatigue prevention
- ✕ Max 5 consecutive days - Mandatory day off
- ✕ 60-hour weekly limit - Safety cap
- ✕ Level 1 needs preceptor - Orientees paired with Level 5
- ✕ Level 2 ICU/ER supervision - Level 4+ must be present
- ✕ No overlapping shifts - Can't be two places at once
- ✕ PRN availability required - Only schedule when available
- ✕ Leave blocks scheduling - Approved leave respected
- ✕ On-call limits - 1/week, 1 weekend/month
- ✕ ICU competency minimum - Level 2+ for critical care
SOFT 8 rules optimized with penalties
- ● Overtime penalty - Actual OT (>40h) penalized higher than extra hours
- ● Weekend requirements - 3 weekends per 6-week period (configurable)
- ● Consecutive weekends - Penalty for >2 in a row
- ● Annual holiday fairness - Christmas Eve + Day count as one holiday
- ● Preference matching - Honor shift and day preferences
- ● Skill mix diversity - Prevent junior-heavy shifts
- ● Float penalty - Minimize cross-unit assignments
- ● Charge distribution - Spread charge duties fairly
All rules are configurable per unit. Violations are logged in the audit trail.
A weekly cadence that fits a CAH
Lock the rules once
Minimum coverage, charge requirements, and skill mix expectations. We hardcode your weekend/holiday rotations and overtime boundaries into our workflow.
Weekly inputs (10–15m)
Send us PTO, known constraints, or ED spikes. We take the "messy" data and process it into a clean, logical draft.
We build + deliver
We run the validation pass and publish the post-ready deliverable. You approve exceptions only when your thresholds are crossed.
Call-outs become a workflow, not a fire drill
We do the chasing: eligibility + availability + escalation. No more mass texts and "anyone available?" chaos.
- We check eligible staff availability first (skills, role, charge)
- We work your escalation order (float → voluntary OT → last resort)
- Every change lands in the **Exceptions + Decisions Log** for later review
Exceptions Log Entry Example
EVENT: 2AM CALL-OUT (MS UNIT)
ELIGIBILITY CHECK: 4 QUALIFIED
ESCALATION: STEP 2 (VOLUNTARY OT)
DECISION: NURSE SMITH APPROVED (1.5X)
REASON: PROTECT CHARGE MIX ON NEXT SHIFT
Defendable in a huddle, ready for staffing committee.
ROI that a CFO and CNO both accept
Reduce Overtime
Stop using OT as a default response to openings. We surface flags before they cost you.
Lower Churn
Improve predictability and fairness. Nurses stay when the schedule is stable.
Return Leader Time
Get nurse leaders back to clinical work instead of hours spent patching schedules.
Prove it in one cycle
Run a CAH pilot schedule for one unit. We track time-to-publish, overtime flags, and exception counts so you can see the results before committing.
