Corporate MIS Internal News Release
Contact: Tammy Matranga, 309-624-5174
For Immediate Release – OSF Saint Anthony Medical Center
Why do we need a Time and Attendance System?
Automated Time and Attendance systems, known in the industry as Labor Resource Management Systems (LRMS), are being considered by healthcare organizations around the country to automate unique and complex pay policies and apply these pay policies ina fair and consistent manner, even across multiple physical locations, to reduce labor costs and improve payroll processes within their organizations.
The most obvious benefit of an automated system is the ability to better understand labor costs. These systems allow supervisors to deploy their personnel to maximize coverage, reduce the need to engage the services of outside agencies, and minimize overtime costs. With an automated system, supervisors and time keepers can look at real-time data to analyze trends and proactively control costs. At the same time, automated systems reduce the amount of time these same supervisors and time keepers spend on time tracking.
Most systems also provide easy to use methods for time tracking such as badge readers, telephone access, or web applications. Often, employees are able to view information online and proactively manage benefits such as time off or approved leaves.
Time and Attendance systems provide automated tracking of time, creating a more accurate picture of an employee’s time card and often virtually eliminating the need to create manual checks due to time entry errors.
Advocate Health Care Network in Oak Brook, Illinois, recently implemented an LRMS across their multi-hospital system. They were using a combination of manual and automated systems and found that their number of manual replacement checks continued to rise while, at the same time, managers and supervisors complained of spending too much of their time in time keeping roles. After studying their current system, they found that more than 80% of their replacement checks were issued because of time reporting errors. In addition, more than 25% of management time was being spent on time keeping tasks.
Advocate choose to implement the API Payrollmation System over a two and one-half year period and today they are very happy with the system. They have virtually eliminated the need to issue replacement checks and supervisor and manager time spent on time keeping has been reduced to an average of only 30 minutes per day!
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Time and Attendance System - 2
Based on careful study, OSF has decided to implement its own Time and Attendance system. OSF has chosen the vendor API to provide two products to help manage time keeping needs. API’s system will capture and track time using badge readers, telephone access, or web applications and will provide reports to managers and timekeepers to help them understand how they can better manage their workforce and reduce costs.
API has extensive experience in the healthcare field and understands that OSF has unique needs in time keeping. Our complex pay policies and 24/7 shifts are not new to them, and they have been working with us to help all facilities understand and work to create consistent pay policies.
OSF’s project team consists of representatives from all facilities to oversee the development of the project. This team has made decisions on the configuration of the system and on processes to be used with the new system.
In January and February of this year, OSF began its first pilot of the API system at OSF Saint Francis Medical Center in Peoria, Illinois. From this pilot, the project team was able to identify areas to improve on in our payroll processes.
To implement this new system, OSF has chosen a phased approach. Phase I facilities include OSF Saint Francis Medical Center, OSF Corporate Office, OSF Home Care, OSF Motherhouse, and OSF Saint Clare Home. Phase II will include OSF St. Joseph Medical Center, OSF Saint James-John W. Albrecht Medical Center, OSF St. Mary Medical Center, and OSF HealthPlans. The final phase includes OSF Saint Anthony Medical Center, OSF St. Francis Hospital, OSF St. Francis, Inc. and OSF Aviation.
All employees will receive training on using the system prior to the activations in their facility and leadership will be able to learn how to use the reports to better track their area’s resources.
As a Community of Caregivers, this new system adds technology that allows us to better understand resource allocation and provides us with the tools to allow us to ensure that we are providing the best level of care to those we serve. In addition, the automated reporting allows each leader to understand their area’s needs and assign people in a fair and equitable manner to exceed the expectations of those in our care.