Challenge<\/h2>\n\n\n\n
The radiology group was using another automated scheduling solution to create a standard monthly schedule. However, they were still manually building complex vacation and holiday schedules before automating on-call shifts.<\/p>\n\n\n\n
When a new Lead Scheduling Physician assumed the task of building the monthly schedule, it quickly became clear how time-consuming and inefficient the process was\u2014especially when accounting for holidays, vacations, provider preferences, multiple locations, and varied shift types. Frustrated with the inefficiency, the physician sought a new solution that could optimize and auto-generate schedules with reduced manual input to streamline the process from start to finish.<\/p>\n\n\n\n
Implementation<\/h2>\n\n\n\n
The health system is extensive and includes about 20 hospitals, 300 physician practice sites, and two clinically integrated networks with over 4,500 providers. The radiology department wasn\u2019t the only department that needed to find a solution capable of managing enterprise-level scheduling complexities. As long-time users of PerfectServe\u2019s clinical communication platform<\/strong>, the health system evaluated Lightning Bolt for its potential to streamline scheduling and integrate with communication workflows.<\/p>\n\n\n\n After deciding on Lightning Bolt’s healthcare scheduling software<\/a>, the organization initiated a rapid enterprise-wide solution deployment. Using a \u2018rip and replace\u2019 approach, implementation teams rolled the solution out to over 2,100 providers in just three months<\/strong>.<\/p>\n\n\n\n Dedicated technical consultants supported each department to ensure proper implementation and user training. The radiology department\u2019s Lead Scheduling Physician and others collaborated with the Lightning Bolt team to optimize schedules, improve workflows, and continue refining processes to save time and enhance work-life balance for providers.<\/p>\n\n\n\n 1<\/p>\r\n <\/div>\r\n Intelligent Optimization<\/strong><\/p>\n The radiology department uses credit hours\u2014a unique tactic for assigning compensation to a particular type of shift\u2014to track shifts worked, ensure accurate compensation, and distribute workloads evenly among providers. Before Lightning Bolt, it was difficult to confirm whether shift loads were balanced, potentially affecting the accuracy of provider compensation.<\/p>\n The department also schedules \u201cgap credits\u201d to track non-clinical shifts for activities like attending conferences or serving on executive committees. These required credits must be carefully scheduled to avoid impacting patient care while being distributed fairly. Managing these complexities requires a system that tracks both scheduling and payroll reporting to ensure transparency and equity.<\/p>\n Despite these complexities, Lightning Bolt auto-generates nearly all of the department\u2019s schedule, equalizing credit hours across the year while maintaining accurate payroll. The Lead Scheduling Physician is then able to easily schedule any remaining tasks\u2014 medical school interviews, new hires, and administrative duties\u2014around the optimized schedule<\/a>.<\/p>\n <\/div>\r\n <\/div>\r\n 2<\/p>\r\n <\/div>\r\n Beneficial Time Savings<\/strong> The result is a smoother, more flexible scheduling process that meets both provider preferences and organizational needs.<\/p>\n <\/div>\r\n <\/div>\r\n 3<\/p>\r\n <\/div>\r\n Supporting Strategic Growth in Interventional Radiology<\/strong> This incremental approach allowed the group to scale their service line strategically without overburdening providers, effectively matching staffing levels to work demands. By aligning resources with patient needs, the group achieved greater efficiency and reduced waste.<\/p>\n “Lightning Bolt has allowed for incremental growth in our service lines. Interventional Radiology used to do two days reading and two days doing interventions. Now we have a full schedule five days a week [of interventions], and the Lightning Bolt algorithm helped us do this.”<\/p>\n \u2014Lead Scheduling Physician<\/p>\n<\/div>\n<\/blockquote>\n <\/div>\r\n <\/div>\r\n 4<\/p>\r\n <\/div>\r\n Easier Shift Swaps, Trades, and Requests<\/strong> Providers can also submit shift swaps and time-off requests. Some requests are automatically applied based on pre-set guidelines, while others require approval before being added to the schedule.<\/p>\n <\/div>\r\n <\/div>\r\n 5<\/p>\r\n <\/div>\r\n Streamlined Shift Prioritization<\/strong> 6<\/p>\r\n <\/div>\r\n Mobile App Increases Schedule Access and Vacation Visibility<\/strong> The system also integrates vacation schedules seamlessly, offering clear visibility into time-off requests and approved time off. This transparency helps reduce scheduling conflicts and ensures providers can easily access important information.<\/p>\n <\/div>\r\n <\/div>\r\n 7<\/p>\r\n <\/div>\r\n Enhanced Communication for Better Care Coordination<\/strong> This integration reduces communication bottlenecks by evenly distributing call responsibilities among team members, alleviating the burden on individual providers. Another integrated workflow using PACS<\/strong> and PowerScribe<\/strong> automates the delivery of radiology reports for stroke and trauma cases, enabling faster clinical response and improving patient outcomes.<\/p>\n <\/div>\r\n <\/div>\r\n 8<\/p>\r\n <\/div>\r\n Detailed Insights With Reports<\/strong> Reports can also be run when the schedule is published to confirm fairness and re-run throughout the year to assess the impact of swaps and changes on shift distribution. Additional reports, like after-hours reports, track and compensate clinicians for on-call coverage, ensuring shifts are equitably distributed.<\/p>\n <\/div>\r\n <\/div>\r\n \t\t<\/div>\r\n\t<\/div>\r\n\t\n\n\n In just three months, the radiology group overhauled its scheduling protocols, streamlining nearly the entire process. With Lightning Bolt now managing complexities like gap credits, time off, and shift swaps, the team has reclaimed valuable time and improved overall efficiency. <\/p>\n\n\n\n The Lead Scheduling Physician\u2019s team plans to explore additional opportunities for efficiency gains and leverage Lightning Bolt\u2019s integration with PerfectServe\u2019s clinical communication platform<\/a> to automate alerting for significant imaging findings. The entire care team is highly satisfied with the improvements, and with more potential to unlock greater functionality in the future, this project highlights how optimized scheduling can directly contribute to better outcomes.<\/p>\n<\/div>\n\n\n\nResults<\/h2>\n\n\n\t
\nLightning Bolt has significantly streamlined the process of creating the regular monthly call schedule. By automatically building schedules around providers\u2019 time off, it has transformed what was once a time-intensive task into a much more manageable and efficient workflow.<\/p>\n
\nThe group aimed to expand its interventional radiology service line, requiring a 50% increase in daily staffing\u2014from two to three providers<\/strong>. They leveraged Lightning Bolt\u2019s algorithm to gradually adjust assignments: starting with half-day interventional shifts, then full-day shifts, and ultimately five-day-per-week interventional coverage.<\/p>\n
\nIn Lightning Bolt, providers are scheduled in specific seats to read images during their shifts and can now request certain seats for an added layer of autonomy.<\/p>\n
\nUpdating shift priorities within Lightning Bolt is a game-changer for the group. For example, the mammography assignment designates one primary physician and three backups\u2014A, B, and C\u2014ranked by priority. This structure is mirrored across multiple hospital locations to ensure fair and efficient backup coverage.<\/p>\n <\/div>\r\n <\/div>\r\n
\nProviders now have real-time access to their schedules in Lightning Bolt\u2019s mobile app, which can be shared via link. Techs have access to a view-only version to ensure they contact the correct providers.<\/p>\n
\nLightning Bolt integrates with PerfectServe<\/strong> to improve communication and care coordination. The system supports messaging, escalations, and workflows for specific procedures, with messaging groups for peds call, stroke, lumbar punctures, general questions, and angio. The system uses Lightning Bolt assignments to determine the correct contact to ensure messages reach the right person.<\/p>\n
\nThe radiology department uses Lightning Bolt reports to ensure credit hours and gap credits are accurate. These reports include paid hours and quarterly compensation reports and help validate payroll to increase pay transparency. The Lead Scheduling Physician exports shift credit reports for accountant review and payroll verification.<\/p>\nConclusion<\/h2>\n\n\n\n
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