Vanderbilt University Medical Center (VUMC) is one of the leading academic medical centers in the United States, with a reputation for innovation and excellence in healthcare. VUMC provides a wide range of services, from primary care to specialized treatments, to over 2 million patients annually. To deliver high-quality care, VUMC relies on a large and diverse workforce of over 30,000 employees, including physicians, nurses, technicians, and support staff.
Managing the scheduling and staffing of such a complex and dynamic organization is a challenging task. VUMC needs to ensure that the right staff are available at the right time and place, while also balancing the needs and preferences of the employees. To achieve this, VUMC introduced VandyWorks, a web-based platform that streamlines the scheduling and staffing processes across the medical center.
What is VandyWorks?
VandyWorks is a web-based platform that VUMC uses to manage scheduling and staffing. VandyWorks allows staff and managers to access and update their schedules, request time off, swap shifts, and communicate with each other in real-time. VandyWorks also provides data and analytics to help managers optimize staffing levels, monitor compliance, and identify trends and issues.
The main objectives of VandyWorks are to:
- Improve the efficiency and accuracy of scheduling and staffing
- Enhance the satisfaction and engagement of staff
- Support the delivery of high-quality patient care
The Need for VandyWorks
Before VandyWorks, VUMC used a variety of methods and tools to manage scheduling and staffing, such as paper forms, spreadsheets, phone calls, and emails. These methods were time-consuming, error-prone, and inconsistent. They also created challenges for staff and managers, such as:
- Lack of visibility and transparency into schedules and staffing needs
- Difficulty in requesting and approving time off, swapping shifts, and finding replacements
- Inability to adjust schedules and staffing in response to changing demands and situations
- Discrepancies and conflicts between schedules and actual hours worked
- Dissatisfaction and frustration among staff due to inflexible and unfair schedules
- Impact on patient care due to understaffing, overstaffing, or mismatched skills
These challenges motivated VUMC to look for a better solution to manage scheduling and staffing. VUMC chose VandyWorks as the platform that could meet its needs and expectations.
Features of VandyWorks
VandyWorks has several features that make it a powerful and user-friendly platform for scheduling and staffing. Some of the key features are:
- Real-time scheduling: VandyWorks allows staff and managers to view and update their schedules anytime, anywhere, using any device. VandyWorks also automatically updates schedules and notifies staff and managers of any changes or requests.
- Staff availability tracking: VandyWorks tracks the availability and preferences of staff, such as preferred shifts, days off, and vacation requests. VandyWorks also considers factors such as seniority, skills, certifications, and overtime when assigning shifts and tasks.
- Shift swapping: VandyWorks enables staff to swap shifts with other staff who have the same qualifications and availability. VandyWorks also allows staff to post shifts that they want to give up or pick up, and matches them with other staff who are interested.
- Communication and collaboration: VandyWorks facilitates communication and collaboration among staff and managers, such as sending messages, sharing information, and providing feedback. VandyWorks also integrates with other systems and applications, such as email, phone, and payroll.
- Data and analytics: VandyWorks provides data and analytics to help managers monitor and improve scheduling and staffing performance. VandyWorks generates reports and dashboards that show metrics such as staffing levels, hours worked, overtime, compliance, and satisfaction.
These features help VUMC improve the operational efficiency and employee satisfaction of scheduling and staffing.
Implementation and User Adoption
VUMC implemented VandyWorks in phases, starting with a pilot project in 2021. VUMC then rolled out VandyWorks to all departments and units by 2023. VUMC followed a structured and collaborative approach to implement VandyWorks, involving stakeholders from different levels and functions. Some of the steps that VUMC took to implement VandyWorks were:
- Establishing a project team and a steering committee to oversee and guide the implementation
- Conducting a gap analysis and a readiness assessment to identify the current state and the desired state of scheduling and staffing
- Developing a project plan and a timeline to define the scope, objectives, milestones, and deliverables of the implementation
- Configuring and customizing VandyWorks to meet the specific needs and requirements of VUMC
- Testing and validating VandyWorks to ensure its functionality and reliability
- Training and educating staff and managers on how to use VandyWorks effectively and efficiently
- Providing ongoing support and feedback to staff and managers during and after the implementation
To encourage user adoption, VUMC used various strategies, such as:
- Communicating the benefits and value of VandyWorks to staff and managers
- Soliciting input and feedback from staff and managers throughout the implementation
- Creating champions and advocates among staff and managers who could promote and support VandyWorks
- Recognizing and rewarding staff and managers who used VandyWorks successfully and consistently
- Addressing any issues or concerns that staff and managers had about VandyWorks
By implementing VandyWorks in a systematic and participatory manner, VUMC ensured a smooth and successful transition to the new platform.
Benefits of VandyWorks
Since the implementation of VandyWorks, VUMC has experienced several benefits, such as:
- Improved scheduling efficiency: VandyWorks has reduced the time and effort required to create and update schedules and staffing plans. VandyWorks has also eliminated errors and inconsistencies in scheduling and staffing processes. VandyWorks has enabled VUMC to create and maintain optimal schedules and staffing levels that match the demand and supply of staff and resources.
- Enhanced staff morale: VandyWorks has increased the satisfaction and engagement of staff by giving them more control and flexibility over their schedules. VandyWorks has also improved the fairness and transparency of scheduling and staffing decisions. VandyWorks has fostered a culture of collaboration and communication among staff and managers. VandyWorks has contributed to the retention and recruitment of staff by making VUMC a more attractive and supportive employer.
- Better patient care: VandyWorks has improved the quality and safety of patient care by ensuring that the right staff are available at the right time and place. VandyWorks has also improved the continuity and consistency of patient care by reducing staff turnover and absenteeism. VandyWorks has enhanced the patient experience by increasing the satisfaction and professionalism of staff.
These benefits have demonstrated the positive impact of VandyWorks on the operational efficiency and patient care at VUMC.
Also Read: Emblem Provider Portal: Your Key to Efficient Healthcare Management
Future of VandyWorks
VUMC is continuously improving and expanding VandyWorks to meet the evolving needs and expectations of scheduling and staffing. VUMC is planning to add new features and functionalities to VandyWorks, such as:
- Artificial intelligence and machine learning: VUMC is exploring the use of artificial intelligence and machine learning to enhance the capabilities and performance of VandyWorks. For example, VUMC is developing a predictive analytics module that can forecast the demand and supply of staff and resources, and suggest optimal schedules and staffing plans accordingly.
- Mobile application: VUMC is developing a mobile application that can provide staff and managers with easier and faster access to VandyWorks. The mobile application will allow staff and managers to view and update their schedules, request and approve time off, swap shifts, and communicate with each other on their smartphones or tablets.
- Integration with other platforms: VUMC is integrating VandyWorks with other platforms and systems that are related to scheduling and staffing, such as electronic health records, patient satisfaction surveys, and employee performance reviews. The integration will allow VUMC to leverage the data and insights from these platforms and systems to improve the effectiveness and efficiency of scheduling and staffing.
VUMC is also exploring the potential for VandyWorks to be adopted by other healthcare institutions that face similar challenges and opportunities in scheduling and staffing. VUMC is sharing its best practices and lessons learned from implementing and using VandyWorks with other healthcare leaders and organizations. VUMC is also collaborating with other healthcare institutions to exchange ideas and feedback on how to improve and enhance VandyWorks.
VUMC is committed to making VandyWorks a leading and innovative platform for scheduling and staffing in healthcare.
Conclusion
VandyWorks is a web-based platform that VUMC uses to manage scheduling and staffing. VandyWorks has several features that improve the efficiency and accuracy of scheduling and staffing, enhance the satisfaction and engagement of staff, and support the delivery of high-quality patient care. VUMC implemented VandyWorks in a structured and collaborative manner, and experienced several benefits, such as improved scheduling efficiency, enhanced staff morale, and better patient care. VUMC is continuously improving and expanding VandyWorks to meet the evolving needs and expectations of scheduling and staffing. VUMC is also exploring the potential for VandyWorks to be adopted by other healthcare institutions.
VandyWorks is a solution that demonstrates how VUMC uses technology and innovation to streamline and optimize scheduling and staffing processes, and to enhance the operational efficiency and patient care at Vanderbilt University Medical Center.
FAQs
How does VandyWorks compare to other scheduling and staffing platforms in the market?
A: VandyWorks is a customized platform for VUMC that has features like real-time scheduling, staff availability tracking, shift swapping, communication and collaboration, and data and analytics. VandyWorks is different from other platforms in the market because it meets the specific needs and requirements of healthcare settings.
What are the challenges or limitations of using VandyWorks at VUMC or other healthcare institutions?
A: VandyWorks faces challenges or limitations such as technical issues, user resistance, and ethical and legal implications. VUMC needs to address these challenges or limitations by providing technical support and maintenance, communication, training and education, feedback and support, recognition and rewards, and ethical and legal compliance.
How does VandyWorks measure and evaluate the impact of scheduling and staffing on patient outcomes and satisfaction?
A: VandyWorks measures and evaluates the impact of scheduling and staffing on patient outcomes and satisfaction by using data and analytics from various sources, such as VandyWorks itself, electronic health records, patient satisfaction surveys, and employee performance reviews. VandyWorks uses this data and analytics to assess and improve the quality, safety, continuity, consistency, and experience of patient care.
