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Buyer's Guide

The Healthcare Buyer’s Guide to Workforce Management Solutions

Key considerations for scheduling, timekeeping, and data-driven workforce strategy

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OVERVIEW

The pressure on healthcare workforce teams is only increasing

Healthcare organizations are under increasing pressure to balance labor costs, workforce satisfaction, and quality care—often while managing fragmented systems, limited visibility, and reactive scheduling processes.  The results can include: 
  • Rising overtime, premium labor, and agency costs
  • Increased administrative burden on nursing managers and payroll teams
  • Limited visibility into staffing needs and labor performance  
  • Increased staff dissatisfaction and turnover  
Modern workforce strategies are evolving toward a more predictive, data-driven, and proactive approach—one that enables earlier decision-making, better alignment to demand, and greater transparency across the enterprise.
WFM

The opportunity is not just to stabilize day-to-day operations — it's to move beyond reactive approaches that limit visibility and drive unnecessary cost.

DEFINE SUCCESS BEFORE YOU EVALUATE

Start With Outcomes That Matter

Before evaluating solutions, leading organizations align their workforce strategy to their broader organizational goals and desired outcomes, defining what success looks like and how it will be measured: 

Reduce overtime, premium pay, and agency utilization as a percentage of total labor spend

Improve retention rates and reduce turnover in critical roles

Increase schedule fill rates and reduce open shifts before schedule publication

Minimize day-of-shift changes and staffing disruptions

Standardize scheduling practices and improve manager efficiency across the enterprise

Reduce time spent on scheduling, staffing adjustments, and administrative tasks for managers 

KEY SHIFT

Move from reactive shift coverage to a proactive model that fills staffing needs earlier, reduces unnecessary labor costs, and improves staff satisfaction

EVALUATION CRITERIA

What to look for when evaluating workforce management solutions

Healthcare organizations can no longer rely on disconnected systems or reactive approaches. When evaluating workforce management solutions, it’s critical to look for a connected, data-driven approach that brings scheduling and timekeeping together to enable predictive insights, earlier decision-making, and greater visibility into labor performance. 

PDM PayerReport Confidence2

Supports proactive, demand-driven scheduling

Traditional scheduling reacts to gaps. Modern approaches anticipate requirements by using forecasting, demand signals, and workforce planning to align staffing with expected patient needs. 

WHAT TO LOOK FOR:

  • Predictive forecasting to align staffing with demand
  • Scheduling models that account for variability, not just fixed templates
  • Workforce planning that combines demand, staffing mix, and operational best practices 
  • Tools that enable earlier decision-making to reduce reliance on last-minute adjustments 

WHY IT MATTERS

Proactive scheduling gives leaders more time to make informed staffing decisions, avoid unnecessary premium labor spend, and better align resources to demand. 

Enables flexible, dynamic scheduling cycles

Schedule structure has a measurable impact on both cost and satisfaction. Modern workforce management solutions should provide the tools and workflows to support more adaptable scheduling cycles that better align with operational needs and employee preferences. 

WHAT TO LOOK FOR:

  • Tools that make it easier to adjust schedules without excessive manual effort  
  • Capabilities that reduce unnecessary schedule change requests  
  • Support for incorporating employee preferences and time-off requests into scheduling decisions 

WHY IT MATTERS

More flexible scheduling improves predictability for staff, reduces administrative burden for managers and staff, and supports better workforce engagement and retention. 

Open shift management that enables earlier coverage

One of the biggest opportunities in workforce management is how open shifts are managed. In many organizations, open shifts are addressed late in the process, driving increased premium labor, greater reliance on agency staff, and disruption for managers and frontline teams 

WHAT TO LOOK FOR:

  • The ability to post open shifts earlier and automatically  
  • Intelligent matching of qualified staff based on skills, availability, orientation, and rules 
  • Tools that enable staff to select shifts in advance with greater confidence 
  • Configurable incentive strategies to help fill priority needs while maintaining control of labor costs 

WHY IT MATTERS

Filling shifts earlier improves coverage, reduces unnecessary labor expense, and gives staff more choice and predictability.

Supports workforce flexibility while maintaining stability

Flexibility is essential, but without structure it can negatively impact staff experience. Excessive floating, overtime, and cancellations can signal instability and contribute to turnover risk. 

WHAT TO LOOK FOR:

  • Tools that align core staffing levels with projected demand to reduce over-and-under staffing
  • Capabilities to support structured flexibility (e.g. Float pools, shared units, or sister-unit models)
  • Data-driven resource deployment to improve utilization
  • Controls that balance flexibility with predictability to support a consistent staff experience 

WHY IT MATTERS

A structured approach to workforce flexibility helps reduce turnover risk, improve staff satisfaction, and ensure resources are used efficiently—without creating instability for frontline teams.

Provides enterprise-wide visibility and coordination

Many health systems still manage scheduling at the unit or department level. This can create silos that limit visibility, consistency, and enterprise-wide optimization. 

WHAT TO LOOK FOR:

  • The ability to standardize scheduling practices across facilities and departments 
  • Centralized visibility into staffing levels, labor costs, and resource allocation 
  • Tools that reduce siloed decision-making and support enterprise-wide coordination
  • Support for local flexibility within a consistent, system-wide framework
  • Real-time insights that give leaders a clear view of workforce capacity across the organization 

WHY IT MATTERS

Without enterprise-wide visibility and alignment, organizations struggle to optimize resources, maintain consistency, and fully understand the drivers of labor cost and workforce performance.

Unifies scheduling and timekeeping to improve workforce accuracy and control

Siloed workforce systems create inefficiencies, limit visibility, and make it difficult to manage labor effectively. To truly optimize workforce performance, organizations need a solution that brings scheduling and timekeeping together—where workforce data is continuously changing throughout the day. 

WHAT TO LOOK FOR:

  • An integrated solution that connects scheduling and timekeeping into a unified workflow
  • The ability to monitor labor performance and identify overtime risk as it develops
  • Visibility into scheduled versus actual hours worked to improve accuracy and planning
  • Tools that enable early intervention to reduce premium pay and avoidable labor costs
  • Built-in compliance support with accurate, auditable records
  • A single, consistent experience for employees to view schedules and timecards 

WHY IT MATTERS

Without integration, organizations are forced to react to outdated or incomplete information. A connected, data-driven approach provides the real-time visibility and control needed to make more informed workforce decisions, improve accuracy, and optimize labor performance.

ALSO CONSIDER

Complex pay requirements & workforce retention

Supports complex pay and regulatory requirements of healthcare

Healthcare environments often require the ability to manage complex pay policies, union requirements, shift differentials, premiums, exceptions, and overtime thresholds. Evaluating workforce management solutions should include how effectively these complexities are supported within a connected scheduling and timekeeping approach 

  • The ability to automate complex pay rules and reduce manual adjustments  
  • Consistent application of policies across departments and sites  
  • Built-in support for compliance with union, regulatory, and organizational requirements  
  • Auditable records to support payroll accuracy and compliance reviews  
  • Configurable attestation workflows that prompt employees at the point of clocking to reinforce policies and support compliance  
  • Tools that improve employee trust by helping ensure pay is accurate and consistent.  

Enables workforce stability and retention

Workforce challenges are not just operational—they are directly tied to retention and long-term workforce stability. Scheduling practices that create inconsistency, unpredictability, or excessive workload can contribute to dissatisfaction and turnover. 

What to look for: 

  • Tools that help reduce excessive overtime and workload imbalance  
  • Capabilities that minimize cancellations and schedule disruptions  
  • Support for more predictable, consistent scheduling practices  
  • Alignment between staffing plans and actual demand to reduce strain on staff  
  • Structured workforce models that manage floating and flexible resources effectively 
  • Mobile-enabled tools that empower employees to view schedules, manage availability, and take action with greater flexibility and control 

WHY IT MATTERS

Workforce stability is critical to both cost control and quality of care. Solutions that empower employees with accessible, easy-to-use tools-especially mobile-help improve engagement, increase adoption and create a more consistent and supportive workforce experience. 

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VET YOUR VENDOR

Proof points to look for

Before evaluating solutions, leading organizations align their workforce strategy to their broader organizational goals and desired outcomes, defining what success looks like and how it will be measured: 

  • Reduce overtime, premium pay, and agency utilization as a percentage of total labor spend
  • Improve retention rates and reduce turnover in critical roles
  • Increase schedule fill rates and reduce open shifts before schedule publication
  • Minimize day-of-shift changes and staffing disruptions
  • Standardize scheduling practices and improve manager efficiency across the enterprise
  • Reduce time spent on scheduling, staffing adjustments, and administrative tasks for managers 

KEY SHIFT 

Move from reactive shift coverage to a proactive model that fills staffing needs earlier, reduces unnecessary labor costs, and improves staff satisfaction. 

VENDOR SELECTION

Choosing the right partner

Selecting the right scheduling solution is not just about technology. It is about partnering with an organization that understands the complexity of healthcare workforce management and can support both near-term value and long-term transformation. 

Deep healthcare
expertise

  • Proven experience working with hospitals and health system customers 
  • Understanding of clinical workflows, staffing models, and regulatory requirements
  • Ability to support both operational and strategic workforce goals 

Proven, measurable
results

  • Demonstrated ability to reduce labor costs and improve efficiency 
  • Evidence of improved workforce satisfaction and retention 
  • Real-world outcomes across organizations with similar complexity 
  • Referenceable customers who can validate results and long-term impact 

Scalable, enterprise-wide capabilities

  • Support for multi-facility, multi-role, and multi-department environments 
  • Ability to standardize across the enterprise with flexibility for local needs 
  • An integrated approach that connects scheduling and timekeeping to support more informed workforce decisions 

Ease of adoption and
user experience

  • Mobile-enabled, user-friendly tools that drive adoption  
  • Self-service capabilities that empower employees to manage schedules and time  
  • Intuitive workflows that reduce administrative burden for managers and staff  

A data-driven, future-ready approach

  • Use of predictive analytics to anticipate demand and guide staffing decisions  
  • Tools that enable earlier action and reduce reliance on reactive adjustments  
  • Continuous insights that support ongoing optimization and performance improvement 

A clear path forward

  • A roadmap for immediate value and long-term transformation
  • Healthcare-specific solutions that simplify operations and reduce administrative burden
  • Ongoing optimization, training, and adoption support
  • A collaborative partnership aligned with your goals and continuous improvement

COME PREPARED

Key questions to ask when evaluating solutions

  1. How does the solution enable proactive scheduling that anticipates staffing needs, supports earlier shift coverage, and reduces manual scheduling effort? 
  2. How does the solution proactively manage and fill open shifts ahead of time while reducing manual effort and administrative burden for managers?  
  3. How does the solution use incentive strategies to proactively fill open shifts earlier while controlling premium labor costs? 
  4. How does the solution use predictive analytics to align staffing with anticipated demand? 
  5. Does the solution integrate scheduling and timekeeping? 
  6. Can leaders compare scheduled versus actual hours in real time? 
  7. How does the solution support complex pay rules, compliance, and payroll accuracy? 
  8. Can workforce resources be managed across the enterprise, not just within individual units? 
  9. How does the solution improve transparency and reduce silos across departments and facilities? 
  10. What outcomes can be expected in the first 6 to 12 months? 
  11. What proven results exist from comparable healthcare organizations? 

A more modern approach to scheduling

  • Uses predictive insights to anticipate staffing needs and align resources with demand
  • Enables earlier shift coverage through proactive open shift management
  • Leverages incentive strategies to encourage early shift adoption while controlling labor costs
  • Reduces administrative burden through automation and streamlined workflows
  • Improves workforce visibility and coordination across departments and facilities
  • Connects scheduling and timekeeping to support real-time, data-driven decision-making
  • Supports consistency, transparency, and control across the enterprise

The result is not just improved efficiency—it is a more sustainable, scalable workforce strategy that reduces cost, strengthens compliance, and enhances the overall staff experience. 

Take the next step

If you are evaluating how to modernize workforce scheduling, focus on solutions that enable proactive workforce planning, intelligent open shift management, integrated scheduling and timekeeping, enterprise-wide visibility, and proven healthcare results. 

Explore how leading healthcare organizations are improving workforce efficiency while building toward a more unified workforce strategy. 

 

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