In a world full of calendaring software and services, it is important to keep in mind that medical staff scheduling requires more than a place to post names and corresponding work shifts. And while the world got by for hundreds of years putting pen to paper in order to create schedules, in today's fast paced medical environment, there are multiple cost, human resource, and individual staff reasons not to use such an antiquated approach.

Therefore, it is paramount when choosing a medical staff scheduling solution that we look beyond just calendar keeping and demand a solution that incorporates a methodology that is based on current real world medical staffing best practices. What this means in practice is that the complexity that is found within any medical staff scheduling effort needs to be tamed and managed within the solution so that it can provide a real benefit to the scheduling professional.

Regardless of the task, the objective is to get the job completed; preferably in a straightforward, effective way. However, when examining the art and science of scheduling, we are quickly overwhelmed by the large number of variables that often impede our progress. So when selecting a medical staff scheduling solution, experiencing true ease-of-use becomes critical in order to effectively deliver the desired scheduling result. In addition, it is important to note that this easy-of-use requirement goes way beyond convenience but instead provides the basis for a fast and effective scheduling effort.

So what is "true" ease-of-use? Simply stated, it is the combination of a user interface that provides initial intuitive navigation and handholding, a streamlined set of clicks for the more experienced user, and just the right amount of on-screen information to perform the task at hand. Combine this with a foundation of integrated process intelligence and best practices, and you now have a solution that can enable you to effectively accomplish your scheduling objectives.

How many of us get excited when we need learn how to use a new technology or re-learn an old one? While learning something new can be a positive experience, we often find ourselves encumbered by the fact we need to learn and integrate the new tool or procedure into our current fast paced daily routine. Furthermore, this only becomes more frustrating when the new technology is hard to learn or requires us to drastically change the way we work.

Therefore, whatever medical staff scheduling solution you choose, it must provide the maximum amount of flexibility regarding its functionality. In other words, the scheduling solution must be able to provide you with the features and functions that closely represent your needs in order to deliver a true benefit — and not the other way around.

For example, if it is easier for you to work top-down and accomplish most of your planning at the monthly calendar view, you should be able to enter your information right there and not have to navigate multiple new screens to add or edit a schedule component.

There is nothing more frustrating than finding out that you can't accomplish a certain task, especially after investing time and money in learning and implementing a new solution. So it is crucial to ask a prospective scheduling solution provider questions that go well beyond features. Instead, you need to question them on real-life scenarios that you currently face in regards to scheduling and allow them to show you how they solve these specific situations. Also see what they offer in regards to pilot programs so that you can test the solution in your actual medical environment.

To further illustrate, if you need to address multiple shifts or a revolving set of staff members that is possibly spread across several locations, set up a scenario and let them demonstrate how easy it is to address your real needs. While most vendors will tell you about every feature, real solution providers will assess and evaluate your specific needs. Then and only then will they be able to provide you with a relevant demonstration of the correct solution that fits your needs.

How does that old joke go about the car salesman offering a hard to believe deal: "Oh, if you want an engine, that's extra." The last thing anyone needs is a surprise when it comes to getting help with reaping the full benefits of their purchased solution. Given you have other important things to do besides scheduling; it's key that when you need to get something done with your scheduling system, you are able to contact your vendor without additional charges. Often though, some vendors provide somewhat confusing pricing and servicing schemes that at first glance look attractive and are meant to encourage a sale but instead have many added hidden costs. That is why customer service is included in all of our subscriptions at no extra charge — we are interested in you reaping the full benefits of our product.

So, in this situation what is important to identify is total cost of ownership and use. For example, pricing models that look at the number of shifts, people, etc. at set-up often have additional charges for staff changes, training and support. In contrast, pricing models that are all inclusive are more predictable and provide minimal budget hassles since everything is included. So, when staff fluctuates, shift requirements change or medical organizations combine, the impact on budget can be easily understood and managed.