Case Study: Advanced Life Systems

Advanced Life Systems of Yakima, Washington joined the eSchedule family in 2014.

Supervisor Art Molina came to us in the summer of 2014, concerned about the time it was taking him to manage the rotating schedules of his 45+ employees. At the time, Art was doing the schedule in Excel and it was becoming unwieldy and difficult to manage.

PROFILE, before eSchedule

  • 45 employees
  • 6 ALS ambulances, staffed 24/7
  • 2 wheelchair vans
  • Employees work rotating shifts/schedules including multiple stations
  • Scheduler using Microsoft Excel to manage multiple schedules
  • Initial time spent doing scheduling with Excel: 30 hours per month (7 hours per week)
  • Different manager oversees employee time cards
  • Yet another manager handles certifications and training records
    • “Spending too much time adjusting and keeping the schedule accurate.”
    • “Employees had to make a phone call to pick up shifts.”

PROFILE, with eSchedule

  • Using the full eSchedule suite including biometric time clock
  • Scheduling time reduced by 50% (down to 3-4 hours per week)
  • Scheduling & time clock are integrated, with easy export to payroll provider
  • Training manager handles certifications within the software
  • Employees can view their schedule, in real-time, 24/7 and bid on shifts quickly and easily only

We spoke with Art recently to get his thoughts on how things have been going over the last year. Here’s what he had to say:

How long has your agency used eSchedule?
“Just under a year.”

What do you see as the biggest benefits to using eSchedule?
“Accurate keeping of employee times while they’re on-duty. The significant drop in hours paid for adjusting and keeping the schedule accurate. Easy for the employees to use.”

Why did you choose eSchedule over other options or solutions?
“I searched and tested a few other programs found this one to be the easiest and less expensive program to use and fit our need as an EMS provider.”

Has eSchedule customized any portion of the software for your agency? If so, how was the process of setting it up and what was the end result?
Yes, we have a rotating schedule and it was customized for us which made it even easier to use. The process was easy. I just told the tech support what I wanted and how we were going to use it and it was done.”

What do your employees like most about eSchedule?
According to the my employees, being able to access the schedule, request time off, bid for shifts, and accurate counting of their hours worked were was most liked by them. Also, being able to do away with multiple forms for off-duty request, time-off/sick time requests.”

What do your other managers (supervisors / schedulers / training admins, etc.) like most about eSchedule?
“The simplicity of the program being able to access it from multiple places. Not having to be at one computer to make changes while out on calls.”

How was it working with eSchedule initially? Were we responsive to your needs? Able to accommodate your requests?
“Yes, very accommodating. Requests were, and continue to be responded to quickly.”

Anything else you’d like to share?
“Most programs are not perfect. Being able to tailor the program to our organization was paramount. eSchedule did that for us and continues to do that for our company.”

Working Wonders For Lawrence County EMS

Lawrence County, OH is home to one of EMS eSchedule’s customers—Lawrence County EMS (LCEMS). Their mission is to deliver high quality, comprehensive emergency medical service with excellence, compassion and professionalism. We’ve worked closely with them to develop a custom software solution that meets their needs.

In addition to basic customizations across the platform, our client Mac Yates and the team at EMS eSchedule have focused on adding a number of custom features that have taken the ambulance software to the next level.

Both the EMS and 911 divisions use our software.

  • Pay Period Adjustments
    Lawrence County’s different divisions run on different pay periods. Our software team designed a solution that allows them to adjust the pay period on-the-fly based on the division in which their processing payroll for.
  • Sick Time Accrual
    The company uses a unique accrual program. Their employees earn sick time over a specific period of time. Although our software doesn’t handle this by default, we were able to alter their program to handle this without a worry. This feature is now used bi-weekly on demand by the customer.
  • Attendance Reporting
    LCEMS has a zero tolerance attendance policy. Using a custom point system, employees are docked “points” depending on the severity of the tardiness or absentee instance. eSchedule’s reporting now handles this flawlessly. It also prompts a “reminder” to managers to trigger a counseling meeting when an employee’s points reach a certain level or if they’re a “no call / no show”.
  • Forms Manager
    This new feature is being used by many of our customers. It’s super popular and is saving time for road crews and managers alike. Essentially, the forms manager takes nearly any paper form and converts it to a digital form online. It works really well for ambulance gear/shift checks, maintenance checks, uniform requests and equipment checks.For LCEMS, we assisted them with building custom forms for their ambulance check sheets, medication inventory list and medication supply order forms.
  • Biometric Finger Scan – EMS Time Clock
    Plans are in the works to implement the biometric finger scan to LCEMS’ time clock. This new feature requires employees to scan their index finger in order to punch in or punch out, thus reducing the change of fraudulent or “buddy” punches.