Despite Dr. Zangari\u2019s best efforts, manually managing requests, editing Excel sheets, and distributing the most up-to-date version of the schedule became too difficult\u2014there was just too much room for error.<\/p>\n\n\n\n
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Solution and Implementation<\/h2>\n\n\n\n Several years before these difficulties started piling up, Beebe Healthcare implemented PerfectServe\u2019s Clinical Collaboration solution to improve enterprise care team communication. They discussed Lightning Bolt during the initial sales process, but it wasn\u2019t until Dr. Zangari and the hospitalist group expressed a desire to update their scheduling system that Lightning Bolt officially came into the picture.<\/p>\n\n\n\n
Lightning Bolt\u2019s seamless integration with PerfectServe is a major benefit. The tight connection ensures that the group\u2019s communication workflows are always driven by real-time schedules.<\/p>\n\n\n\n
Once the group elected to move forward with Lightning Bolt, deployment was efficient\u2014the solution was up and running in just a few weeks.<\/strong> But even for the most intuitive software, learning all of the tips and tricks takes a bit of time. A dedicated Technical Consultant was with the team during implementation and remains a main contact point today for any support or needs. Through implementation and training, the assigned technical consultant gave the scheduling team small tasks to acclimate them to the system and to help them practice all the ways they were likely to use it moving forward. The consultant even left them with a test schedule to play around with so they could learn more about how the system would benefit the group.<\/p>\n\n\n\n<\/div>\n\n\n\n
Results<\/h2>\n\n\n\n Time Savings<\/strong>time savings of 50%<\/strong>.<\/p>\n\n\n\nThe previous process could take a few hours per day spread across multiple weeks, but she estimates that auto-generation has reduced schedule development time by 50-75%<\/strong>. Because Lightning Bolt automatically pulls approved requests onto the schedule, Dr. Zangari no longer has to manually enter shifts and vacations once they\u2019re approved, which previously took up a significant portion of her time building the schedule.<\/p>\n\n\n\nAdditionally, thanks to a public, easily accessible link, the hospitalist and NP schedules can both be shared in real time.<\/p>\n\n\n\n
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Auto-Generation<\/strong>Other examples of auto-generation in play include:<\/p>\n\n\n\n
\nPutting weekend work for NPs on a rotation (for example, every other weekend)<\/li>\n\n\n\n Spacing out nocturnist shifts<\/li>\n\n\n\n Having a minimum and maximum number of ER shifts per person in a given 14-day pay period<\/li>\n\n\n\n Blocking time for academic service rotation to support a new residency program<\/li>\n<\/ul>\n\n\n\nBecause Lightning Bolt builds these rules into the schedule automatically, Dr. Zangari knows that her group\u2019s requirements are always being met. It also ensures that providers are working the most equitable schedule possible to reduce provider burnout<\/strong>.<\/p>\n\n\n\n<\/div>\n\n\n\n
\n\u201cI anticipated that, being a hospitalist group, [the schedule] would be really difficult to reflect with rules. Somehow, [the Technical Consultant] worked his magic and made it fit with what we needed.\u201d<\/p>\n\u2014Kerri Wiggins, RN<\/strong><\/cite>\n<\/blockquote>\n\n\n\n<\/div>\n\n\n
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Centralized Requests<\/strong>Thanks to detailed training, providers can now enter their own requests in the Lightning Bolt app. The scheduling team can quickly approve or deny each request from the same place, after which the affected provider receives a notification. No more scrambling to keep track of requests, and no more closing the loop by email each time a request is granted.<\/p>\n\n\n\n
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A Single Source of Truth<\/strong>One example of this workflow is residents being paired with attendings. Residents are the first point of contact for patients, which gives them much\u0002needed practice and experience. However, if a situation arises where a patient needs urgent care from a more experienced provider, they can be escalated to the right attending at the right time.<\/p>\n\n\n\n
Beebe relies heavily on the accuracy of schedules, especially Codes\/Alerts and Rounding schedules. Providers working these shifts receive an instantaneous PerfectServe message for all stroke alerts, Code Blues, and rapid response alerts, so having an up-to-date schedule can drastically reduce confusion and expedite patient care.<\/p>\n\n\n\n
Before they integrated PerfectServe and Lightning Bolt, Dr. Zangari said it wasn\u2019t unusual to experience two to three communication errors per week<\/strong> when schedules had to be updated manually due to last minute changes, shift swaps, and other factors. This meant patient care could be delayed, and consults and other requests could mistakenly go to the wrong provider.<\/p>\n\n\n\nToday, PerfectServe automatically pulls the up-to-date schedule from Lightning Bolt,<\/strong> meaning calls and messages always reach the correct on-call or working provider. Because Lightning Bolt is Beebe Healthcare\u2019s sole scheduling system, it also means no more dual entry\u2014schedules no longer have to be created in one place and ported over to another to ensure continuity.<\/p>\n\n\n\nAs the previous section outlined, Lightning Bolt has vastly improved the user experience for administrators and providers alike. For administrators, the process of building schedules and managing requests is much simpler. For providers, it\u2019s much easier to request time off or a shift swap, and the instant alerts when requests have been processed are also helpful.<\/p>\n\n\n\n
Lightning Bolt\u2019s intuitive desktop and mobile applications have made a world of difference as well. Administrators can manage schedules at their desks or on the go, and providers can check their schedules, request changes, and otherwise stay in the know regardless of where they\u2019re located.<\/p>\n\n\n\n
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Advanced Reporting and Analytics<\/strong>Today, Lightning Bolt automates this process with its Reports feature to keep track of overall shifts worked. Beebe creates this type of shift report for the emergency room, the nocturnists, backup shifts, nurse practitioners, and the total shifts worked to ensure equalization.<\/p>\n\n\n\n
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Excellent Customer Service<\/strong>Today, they have full access to customer support and the option to schedule time with their technical consultant if they need additional training or troubleshooting.<\/p>\n\n\n\n
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\n“The post go-live support has been phenomenal. It’s fast, efficient, and correct.”<\/p>\n\u2014Kerri Wiggins, RN<\/strong><\/cite>\n<\/blockquote>\n\n\n\n<\/div>\n\n\n\n
Conclusion<\/h2>\n\n\n\n Finding and implementing an advanced scheduling solution can seem like a tall order when you\u2019re starting from Excel. But for health systems of any size, the benefits of deploying a solution that both automates and optimizes the scheduling process are abundant: significant time savings, more satisfied providers and administrators, and\u2014if you integrate your scheduling and communication systems\u2014far fewer communication mishaps that lead to delays in patient care.<\/p>\n\n\n\n
This was all true for Beebe Healthcare. After implementing Lightning Bolt as the single source of truth for scheduling operations and integrating it with PerfectServe\u2019s Clinical Collaboration solution, they found themselves with better schedules, happier providers and administrators, and greatly improved communication workflows that accelerated speed to care.<\/p>\n\n\n\n
![\"\"](\"\/wp-content\/uploads\/2024\/08\/beebe-healthcare-img1-1.png\")
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\u2014Kerri Wiggins, RN<\/strong><\/cite>\n<\/blockquote>\n\n\n\n![\"\"](\"https:\/\/www.lightning-bolt.com\/wp-content\/uploads\/2024\/08\/beebe-healthcare-img2.png\")
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