How Shifton Helped the Oncology Hospital in Kropyvnytskyi Optimise Scheduling, Improve Time Tracking, and Reduce Costs

About the Hospital

The Kropyvnytskyi Regional Oncology Centre is a leading medical institution specialising in the diagnosis, treatment, and rehabilitation of oncology patients. The hospital provides a wide range of medical services, including surgery, chemotherapy, radiation therapy, rehabilitation, and palliative care.

Hospital Structure

The oncology centre consists of multiple departments, including:

• Radiology Department
• Chemotherapy Department
• Surgical Department
• Haematology Department
• Paediatric Oncology Department
• Anaesthesiology and Intensive Care Unit
• Diagnostic Centre (CT, MRI, laboratory testing)
• Emergency and Admission Department
• Rehabilitation and Palliative Care

The hospital employs various categories of staff, including:

• Doctors (oncologists, surgeons, anaesthesiologists, radiologists, haematologists, and other specialists)
• Nurses and medical assistants
• Laboratory technicians and diagnostic specialists
• Administrative and accounting staff
• Technical and support staff

Challenges Faced by the Hospital

1. Complex Scheduling for Different Categories of Staff

Each department operates on a different schedule:

• Doctors work 24/7 shifts, balancing planned appointments and emergency calls.
• Surgeons follow an operating schedule, requiring precise coordination of all team members.
• Nurses and medical assistants work rotating shifts.
• Laboratory staff operate under a strict workflow, depending on the laboratory workload.
• Administrative staff follow standard office hours but also require accurate time tracking.

Previously, creating schedules manually took an enormous amount of time and often led to errors, resulting in staffing shortages in critical situations.

2. Issues with Time Tracking

• Tracking lateness and overtime was difficult without an automated system.
• There was no clear monitoring of actual working hours, leading to overpayments or underpayments.
• Manual data entry caused discrepancies in payroll, creating conflicts among staff and adding workload to accountants.

3. Compliance with Labour Laws

The hospital had to ensure:
✅ Shift length regulations were followed (e.g., not exceeding maximum weekly working hours).
✅ Overtime, night shifts, and compensations were accurately recorded and paid.
✅ Leave and sick days were properly documented to prevent scheduling conflicts.

4. Overburdened Accounting Department

Previously, multiple accountants were needed to manually process payroll, inputting data from timekeeping records. This process was slow, labour-intensive, and prone to errors.

How Shifton Solved These Problems

✅ Automated Scheduling for All Staff Categories

Shifton automatically generates schedules based on job roles, department needs, and shift requirements. Now:

• Doctors receive clearly planned shifts, which can be easily adjusted.
• Surgeons and operating room teams see their schedules in advance, allowing for better surgery planning.
• Nurses and medical assistants are evenly distributed to ensure proper staffing levels.
• Laboratory staff follow an optimised workflow without overload.
• Administrative staff have transparent and structured working hours.

✅ Transparent Time Tracking System

Now, all attendance, clock-ins, clock-outs, lateness, and overtime are recorded automatically.

• Employees log their working hours in the system.
• Managers have real-time visibility of actual working hours and can monitor staff availability.
• Payroll errors are eliminated – the system accurately calculates hours worked.

✅ Full Compliance with Labour Laws

Shifton ensures that:

• Employees do not exceed legal working hours.
• All overtime and night shifts are properly documented and paid according to labour laws.
• Leave and sick days are managed smoothly, preventing scheduling conflicts.

✅ Reduced Workload for the Accounting Department

Previously, accountants had to manually process large amounts of data, but now Shifton automatically generates timekeeping reports, significantly reducing the time spent on payroll calculations.

💡 Result: After implementing Shifton, the hospital reduced the number of accountants needed, as the system automated much of their work.

Results After Implementing Shifton

📉 75% reduction in time spent on scheduling
💰 Reduced accounting workload and fewer accountants needed
⏳ 10+ hours saved weekly for administrators
🚀 No scheduling errors – every shift is properly staffed, even during last-minute changes
✅ Transparent time tracking system – employees clock in/out on time, and overtime is recorded accurately

Conclusion

Shifton has become an essential tool for the oncology hospital in Kropyvnytskyi. Now:
✔ Staff work according to a clear and balanced schedule.
✔ Management has full visibility of workforce availability.
✔ Payroll is processed quickly and accurately.
✔ Time tracking is transparent, eliminating errors and disputes.

Shifton is not just a scheduling tool – it is a critical system for efficient hospital workforce management. 🚑