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Transforming Complex Schedules into a Seamless, Compliance-Ready Process
# Client Profile

A large healthcare organization operating 24/7 across multiple facilities, employing hundreds of medical and administrative staff. The workforce included a variety of roles, each with its own shift premiums, rates, and scheduling rules.

# The Challenge

The client was managing over 100 different combinations of shifts, premiums, and pay rates. Their existing scheduling system couldn’t handle the complexity efficiently, leading to:

  • Payroll Delays – Frequent manual adjustments caused slow payroll processing.
  • Calculation Errors – Shift premiums were inconsistently applied, creating disputes.
  • Compliance Risks – Inconsistent application of labor and union rules.
  • Forecasting Limitations – Difficulty predicting staffing needs for critical coverage periods.
# Our Approach

AQS Work LLC began with an in-depth analysis of the client’s scheduling rules, pay structures, and compliance requirements. Working closely with department heads and payroll teams, we:

  • Shift Mapping Analysis – Mapped all 100+ shift and pay rate combinations to identify overlaps and dependencies.
  • Regulatory Compliance Review – Aligned scheduling practices with labor laws and union agreements.
  • System Capability Assessment – Determined how to maximize baseline features to avoid costly custom development.
# The Solution in Action

We implemented an AI-assisted scheduling engine with smart time capture rules to automate premium calculations. Key elements included:

  • Innovative Use of Baseline Features – Configuring existing system logic to handle all shift and rate scenarios without custom development.
  • Compliance-First Configuration – Embedding labor law and union rule adherence into every scheduling and pay rule.
  • Real-Time Scheduling Visibility – Providing supervisors with dashboards to track coverage, overtime risks, and premium usage.
  • Scalable Workforce Framework – Designing a system that can easily adapt to new roles, shifts, or pay rules as the organization grows.
# Results & Impact

The healthcare provider saw immediate and measurable benefits:

  • Faster Payroll Cycles – 40% reduction in processing time due to automation.
  • Error-Free Calculations – Shift premium errors reduced to near zero.
  • Consistent Compliance – Every schedule matched labor and union regulations.
  • Improved Staffing Efficiency – Real-time data enabled smarter scheduling decisions.
# Key Takeaways

  • Maximized System Capabilities – Leveraging existing tools avoids costly development.
  • Built-In Compliance – Embedding rules upfront prevents payroll and legal issues later.
  • Operational Visibility – Access to live scheduling data improves decision-making and morale.