Shifton Enhances Oncology Hospital Efficiency in Kropyvnytskyi

About the Hospital

The Kropyvnytskyi Regional Oncology Centre is a leading medical institution that specialises in the diagnosis, treatment, and rehabilitation of cancer patients. The hospital offers a wide array of medical services, including surgery, chemotherapy, radiation therapy, rehabilitation, and palliative care.

Hospital Structure

The oncology centre comprises 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 staff categories, 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 functions on a different schedule:

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

In the past, creating schedules manually consumed a massive amount of time and often resulted in errors, leading to staffing shortages in crucial situations.

2. Issues with Time Tracking

• Tracking lateness and overtime proved 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, fostering conflicts among staff and adding workload to accountants.

3. Compliance with Labour Laws

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

4. Overburdened Accounting Department

In the past, several accountants were needed to manually process payroll, inputting data from timekeeping records. This method was slow, labour-intensive, and error-prone.

How Shifton Solved These Problems

✅ Automated Scheduling for All Staff Categories

Shifton automatically generates schedules according to job roles, department needs, and shift requirements. Now:

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

✅ Transparent Time Tracking System

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

• Staff record their hours worked in the system.
• Managers have a real-time view 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:

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

✅ Reduced Workload for the Accounting Department

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

💡 Result: After implementing Shifton, the hospital decreased the number of accountants required as the system automated much of their tasks.

Results After Implementing Shifton

📉 75% decrease in time spent on scheduling
💰 Lessened accounting workload and fewer accountants needed
⏳ 10+ hours saved weekly for admin staff members
🚀 No scheduling mistakes – every shift is correctly staffed, even with last-minute changes
✅ Clear time tracking system – staff clock in/out on time, and overtime is recorded accurately

Conclusion

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

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