5 ways AI and advanced algorithms are optimising scheduling for care providers 

The aged, home and disability care sectors are currently facing several challenges due to the increasing demand for services and the rising costs of providing care. Increasing aging populations, labour shortages, technological advances, and regulatory changes have all contributed to more complex operations.  

At the same time, care providers must handle a rising number of clients with increasingly complex medical conditions that require customised treatments. The limited availability of qualified staff can create further operational challenges for some providers, as well as the changing regulations at both state and federal levels adding complexity to an already demanding field.  

To combat these challenges and stay afloat in this changing industry, organisations have begun to embrace digital transformation as more technology and innovation have presented solutions to these challenges. These technical solutions available for care providers are in the form of artificial intelligence (AI) and advanced algorithms embedded in care software. More and more providers are investing in these innovative tools to help them retain and recruit staff, save on unnecessary costs, and reach operational efficiency, all while growing their business.   

One of the many advantages of AI and advanced algorithms is the ability to transform and optimise care providers’ scheduling processes.   

Where do the current challenges lie in care provider scheduling processes?  

Care scheduling is becoming increasingly complex as the demand for care services continues to grow. Traditionally, care organisations resort to paper processes or excel sheets to schedule their care workers accordingly. According to a report by AlayaCare and HHCN on aged, disability and home care industry challenges, they found that care providers reported that one of the main reasons for employee churn was inconsistent scheduling. Another survey report focused on employee recruitment and retention, stated that commuting and routing to appointments is also a concern for employee churn. 

In addition, other challenges care provider agencies face are:  

• Access to timely and accurate information  
• Limited resources  
• Frequent changes in client needs  
• Lack of communication between providers and clients  
• Inadequate staff training  
• Time consuming data entry processes  
• Inefficient record keeping practices  

Inevitably these challenges often lead to an increased pressure on care providers and eventually decreased levels of quality care for their clients.

How can AI and advanced algorithms provide solutions for scheduling?  

AI-driven automation and data analytics can take away challenges care providers face with their manual scheduling processes.   

Here are 5 ways AI driven tools can optimise and improve care scheduling…  

With integrated and optimised software powered by AI, advanced algorithms can take care worker information and preferences and map out a schedule to ensure they receive accurate consistent hours. These algorithms can detect any changes to the schedule and act accordingly filling any vacant visits with the best employee based on up-to-date data on employee availability, commuting range, and more. This allows for better care coordination, pulling together the right team at the right time and with the right service model.   

1. Provide consistent scheduling hours   

With integrated and optimised software powered by AI, advanced algorithms can take care worker information and preferences and map out a schedule to ensure they receive accurate consistent hours. These algorithms can detect any changes to the schedule and act accordingly filling any vacant visits with the best employee based on up-to-date data on employee availability, commuting range, and more. This allows for better care coordination, pulling together the right team at the right time and with the right service model.   

2. Access to scheduling in real time via mobile   

As we’ve mentioned before, scheduled visits and important client information regarding said visit can change all the time. Having access to these changes in real-time via a mobile application is one of the many solutions some care software providers can offer. In addition, some mobile apps also offer GPS features to help care workers get to their clients in the most efficient way possible as the AI-driven tools can calculate the best route or them to take to get there. All in all, ensuring that staff can be informed of any changes, know exactly where they must be and when, and how to get there in the best way possible based on their commuting method and where their previous visit is located.   

“We’ve completely eliminated the paper time sheet from our process because the workers are doing all the work in real time on the mobile. Their punching all of their visits, being GPS, and time stamps, we have effectively a client confirmation of every visit.” 

– Mike Felker, IT Manager, Acclaim Health  

3. Searching and matching the best care worker for the client  

With care provider software, organisations can keep all their records and resources up to date in real-time. This is crucial for the AI-driven scheduling tools as they use this data to make sure each client is paired with the best possible employee that matches their needs, has the required skillset, is within their commute zone, and has the availability. This tool can also be useful when last-minute changes occur, such as a care worker calling in sick or a sudden vacant visit, and the agency needs to fill that visit right away with the best available qualified care worker to fill that shift in a timely manner.   

4. Optimised routing and commute time  

It wouldn’t make sense to schedule a care worker for a visit that is an hour’s commute from their other previous shift if the care worker has little time between shifts or doesn’t have the means to get there. Some care workers don’t have access to vehicles and must take public transportation to get to their clients. Using AI-driven scheduling, their commute type, and times are considered when scheduling that care worker to make sure they can get to their clients efficiently and easily.   

“Immediately we saw a 15% improvement in our mileage costs, which is huge from a financial standpoint because if we can improve 15% of where we were when we implemented it, that 15% carried over as we grow is essentially as far as really seeing something that is tangible, to say that “this was a good choice”. 

– Tammy Hehn, Director of Client Services, Access Health  

5. Predicting any schedule changes and care worker churn  

As we mentioned earlier among the challenges care providers face with traditional scheduling methods, there are frequent changes to client needs and care workers tend not have access to updates in information regarding a visit. Some care software providers have AI-driven data analytics tools to help organisations forecast scheduling conflicts and possible employee churn so they can act and adjust accordingly. This also includes AI-driven tools to help predict care worker churn based on employee behaviour and other data collected on visits, with this information organisations can take action to retain that care worker and prepare for the possibility of churn to make sure the schedule won’t be affected greatly by using the other methods mentioned above, such as the employee and client matching.   

Want to learn more about how AlayaCare can empower your organisation with AI? Contact us here or book a free demo today