Fort Amherst Healthcare Manages Complex Healthcare Scheduling Across Multiple Locations with TimeWellScheduled
Fort Amherst Healthcare is a senior care organization based in St. John’s, Newfoundland and Labrador, providing care and support to residents across multiple locations. With a team of 230 employees across our 4 locations and a strong focus on quality of care for both residents and staff, reliable scheduling and payroll processes are essential to daily operations. In July 2024, Fort Amherst Healthcare implemented TimeWellScheduled to bring greater accuracy, visibility, and consistency to scheduling, time tracking, and payroll administration.
Challenge: Manual Healthcare Scheduling Issues
Limitations of Manual, Paper-Based Scheduling
Before implementing TimeWellScheduled, Fort Amherst Healthcare relied heavily on time-consuming manual processes to manage employee shifts. Employees had to check posted schedules at their work location to see when they were scheduled, while any updates or changes were communicated separately through text messages or paper notes. This fragmented approach made scheduling more difficult to manage and increased the risk of missed updates or miscommunication.
With their previous scheduling system, Fort Amherst Healthcare found that
“schedules [were] challenging to enter and could not be sent to staff.”
Solution: Centralized Mobile Scheduling App
Centralized, Virtually Accessible Schedules
With TimeWellScheduled, scheduling information is now centralized online, giving employees a consistent way to check their shifts and stay informed. Instead of relying on posted schedules and personal text messages, teams use the TimeWellScheduled app to view their schedules, request time off, and verify hours worked. This dramatic shift has improved communication across locations and reduced the back-and-forth required to manage schedule updates, making scheduling easier for both employees and administrators.
“has improved communication [for] the team which is great.”
“they can check their schedule anytime and see their sick and vacation available.”
CHALLENGE : Inaccurate Vacation & Sick Time Tracking
Inflexible and Inaccurate Scheduling Tools
“was not flexible to set up for our individual collective agreements” and “did not accurately track our vacation and sick time.”
SOLUTION : Custom Rules for Collective Agreements
Flexible and Accurate Scheduling Tools Built for Complex Operations
TimeWellScheduled gives Fort Amherst Healthcare the ability to configure scheduling and time-tracking rules to match their exact operational requirements. Payroll administrators can easily adjust the system to reflect different agreements, shift structures, and policies across multiple locations. Features such as customizable TimeBands and detailed reporting have improved accuracy and provided stronger checks and balances, making it easier to manage complex scheduling and leave tracking with confidence.
“LOVE the reports option, it’s such a good check and balance” and “can manipulate TimeWellScheduled easily to reflect exactly what I need. One of my favorite things is the TimeBands, I can make a shift work exactly for what I need.”
CHALLENGE : Poor Attendance Visibility
Lastly, before TimeWellScheduled, Fort Amherst Healthcare lacked real-time access to attendance information. Issues with their previous system meant that time and attendance data was not always available when it was needed, making it difficult for managers to quickly confirm who was on shift or respond to no-shows as they happened. Without timely visibility, attendance issues were often addressed after the fact rather than in the moment.
SOLUTION : Real-Time Attendance & Photo Verification
Real-Time Attendance Tracking and Visibility
TimeWellScheduled provides real-time access to attendance information, giving managers immediate visibility into who is on shift at any given time. Clocking in is now easier for employees, with photo verification improving accountability and confidence in time records. As a result, managers can quickly identify attendance issues and respond in real time, rather than relying on delayed or incomplete information.
“runs in real time” and notes that as a result, “clocking in is easier [and the system] records pictures for verification. Managers can see who is on shift at any time and can monitor when people do not show up.”
Conclusion
For Fort Amherst Healthcare, implementing TimeWellScheduled has helped replace fragmented, manual processes with clearer communication, greater flexibility, and real-time visibility across scheduling, attendance, and payroll. Administrators now have the tools they need to configure the system around complex operational requirements, while managers benefit from immediate insight into who is on shift and when action is needed.
Just as importantly, the experience has been supported by responsive, hands-on customer service at every step. The Director of Operations at the Bishops Garden location claims “the [TimeWellScheduled] team was very responsive and helpful,” giving them the ability to get timely help and make adjustments as needed. This support reinforced confidence in the system and allowed the team to focus less on troubleshooting and more on what it does best: providing the highest quality care to residents and staff.