Cost Conscious Scheduling
Scheduling is key to the employee experience and to achieving the organization’s goals. In an age of virtual hospitals and virtual staff, scheduling has to be flexible to plan who and where services are delivered. Our system balances labor costs with staff preferences using a variety of methods, from simple to highly complex schedules.
  • Accommodates any conceivable shift length and starting time.
  • Supports patterns such as terms for interns and residents, cyclical schedules, templates, on-call and optimized schedules.
  • Provides flexible, configurable rollups of multiple groups and departments for a helicopter view of planned & actual schedules.
  • Totals for a range of factors - numbers, role, skill mix, coverage of special capabilities, gender, and more…
  • Allows configurable schedule rules and checks for violation of those rules and award conditions.
  • Calculates costs before the schedule is posted and as it is worked.
Medical Scheduling
We provide the setup of terms of any length with the assignment of doctors. Departments can be named and color coded according to your business practices. After doctors are assigned their terms, a second view shows who is assigned to each department with any unfilled terms highlighted in yellow.
Your organization can define the roles you need for team scheduling (e.g. the Ortho Registrar, the ICU Resident on Days or Nights, the Cardiac Team 1 Senior Medical Officer, etc.). Then doctors can be assigned to the department, their team and the role, along with designating leave by type (annual leave, conference leave, etc.) to indicate when staff are off. Roles can be color-coded with default shifts, then adjusted as needed. Although the assignment of terms and team (role-based) scheduling was designed for doctors, it can be used by any department that assigns terms (e.g. new graduate programs) or schedules to roles (e.g. surgical areas).
We provide a real-time view of Who’s On, customisable to who’s on-call (1st, 2nd) for each service to be used by people who need to contact the person on-call (e.g. the switchboard or after-hours managers). The information is configurable with names, classifications, roles, times of on-call, contact numbers, etc. The same function can be used for a real-time view of staff with any schedule codes, such as who’s off sick today or yesterday across the organization.
Staffing & Pool Management
We provide a global view of actual staffing by unit, position/classification and skill, customisable to the needs of your departments.
  • Staffing gaps (open shifts) that adjust real-time with sick calls, shift swaps, staff movements, etc.
  • Flexible filters to identify staff who can fill the gaps.
  • Tracking of relief pools, available part-timers, agency and locum staff.
  • Two-way communication with staff by text messaging, email, and employee self-service.
  • Two-way communication with Units and After Hours staff by text messaging.
  • Tracking of relief pools, available part-timers, agency and locum staff.
Self-Service
Give your employees access to their schedules where and when they need it. Manage your casual pool, engage your workforce and volunteers as partners in the scheduling process, and eliminate labor and paper-intensive manual processes. Accessed at home or work via smart phones, tablets, laptops or workstations, staff can:
  • Enter requests for shifts and shift swaps.
  • Self-schedule while viewing the requests of team members.
  • Check accrual balances before requesting leave.
  • View staffing gaps (open shifts) and request to fill the shift.
  • Update availability for extra shifts to fill the gaps.
  • Record changes such as missed meal breaks, overtime and call-backs.
  • View and confirm their timesheets.
  • Edit their timesheets, adjusting times, hours, location, details such as medical record numbers when staff are called in to care for specific patients.
Time Capture
Adjustments to the planned or actual schedule can be captured in a variety of ways:
  • Timesheet Edit by employees via smart phones or kiosks including overtime, call-backs, extra shifts, shift swaps, changing locations, with electronic sign-off.
  • Global staffing screens with drag and drop to record movements between departments.
  • Manager adjustments to schedules; copy adjustments to multiple days.
  • Biometrics with user-definable warnings for differences between clocked and scheduled times.
  • ProAct’s employee self-service check in and out via smart phones, when biometric devices are not available (or prove too costly).
Payroll & Award Interpretation
Our system excels at accommodating and overcoming the capabilities and constraints of payroll systems, becoming the Gold Standard for interfacing with Human Capital Management Systems.

The payroll function includes audited electronic sign-off and sophisticated, reliable payroll feeds with options for:

  • Detailed or consolidated award interpreted data
  • Automated coding rules for overtime that are date sensitive and vary by day of the week and holidays.
  • Raw schedule data when your payroll system performs its own award interpretation.
  • Electronic timesheets with daily hours and running totals of the hours, including highlights when employees reach their maximum hours.
Analytics Portal
We offer a Portal Designer that is accessed by PolyOptimum to create and maintain graphic displays, and a Portal Viewer where users can access displays of:
  • Absenteeism by unit and person, associated with days off, overtime, denied requests, and other worrisome attendance patterns along with identification and analysis of risky staffing practices, such as fatigue risk and unhealthy shift rotations.
  • Compliance with requirements such as professional registration and licensing, mandatory training, police checks, metrics for accreditation.
  • Staffing Patterns including trends and averages by day of week for factors such as ratios (by day and shift), breakdowns by classification, source of staff, hours per workload indicator (HPPD).

Data is updated real-time without human intervention. The Analytics Portal can be provided via Analysis as a Service (AaaS).
Configurable Dashboards
View retrospective, real-time and prospective reporting, along with online drill-downs to investigate the source and reason for problems.
We hold a wealth of data regarding your scheduling practices, including:
  • Schedule balance, skill coverage, equity and cost.
  • Trending of agency, registry and locum use and costs, along with reconciliation of their invoices.
  • Financial analysis of labor costs.
  • Configurable to your Key Performance Indicators without vendor intervention or technical knowledge.
  • Comparison of budget targets and actual performance in dollars, hours, FTEs, and hours per workload indicator (HPPD).
  • User-definable stoplights to warn of departments that fall outside desired parameters.
Data Exchange
We provide easy integration with existing HRIS, payroll, EMR, clinical and financial systems, including:
Workforce Data Management
Our highly flexible, staff database can capture and report data on employees under awards, enterprise bargaining agreements or contractual arrangements of any complexity, as well as volunteers.
Here are just a few examples:
  • Demographics, skills and capabilities.
  • Schedule preferences and patterns, to assist in the planning and creation of schedules.
  • Attendance at unit-based training and staff meetings.
  • Records of mandatory requirements and compliance by individual and department.
  • Any number of employee identifiers to track and report employee data, according to numbers such as Whole of Life, security badge, AHPRA, network user name, etc.
Implementation and Training Services
Rethinking your Business Processes
Labor is the Key Driver of Costs. One of our greatest strengths is our ability to identify business practices that impact cost and the reason for poor staffing decisions.
We can review your current practices and recommend ways to incorporate available technology to streamline your rostering process. After our review, we recommend a software configuration and processes to capture your current state and move to your desired future state.
We can help you implement software features that allow you to:
We have tools to simulate the impact of industrial changes such as the introduction of staffing ratios, along with simulation tools for alternative shift lengths, starting times and skill mix that can be used in workplace redesign and union negotiations.
Cloud Solutions
PolyOptimum provides solutions that can be cloud hosted.

As a Microsoft Partner, PolyOptimum tests our products using the Microsoft Azure platform. Cloud hosting provides many advantages to maintaining an on-premise IT infrastructure. We will work with your hosting provider to ensure that our suite of software products performs optimally in your chosen infrastructure.