OHP Work Care and Southern Care Walk-In Clinic

OHP WorkCare & Southern Care Walk-in Clinic needed solutions that not only ensure the quality of care for their patients but also to improve their efficiencies for payroll processing, managing employee schedules, and tracking hours worked. TimeWorksPlus and TimeSimplicity helped them lower their overall labor costs. SwipeClock products enable them to manage their workforce management with the ease of automation.

“The integration between TimeWorksPlus and TimeSimplicity is simply wonderful. The ability we now have to automate our time, attendance, and scheduling processes gives us the visibility, efficiency, and lower labor costs we need to succeed today and grow
our business in the future.”

Charles Fortney, Co-Owner, OHP Work Care and SouthernCare Walk-In Clinic

Challenge

In 2008, OHP Work Care opened its first location to meet the occupational health and wellness needs of manufacturing workers in Kentucky. The company has since grown to three locations serving thousands of employees at hundreds of companies across multiple industries. SouthernCare Walk-In Clinics have now been added at each location to expand health care services to workers’ families and others in the community who want quality and timely care without the need for an appointment.

When OHP Work Care first opened, it was small enough to manage workers’ time, attendance, and scheduling using a computer spreadsheet. As the business grew and expanded, however, this approach created a several challenges. Collecting and inputting hours worked, filling shifts with the right workers, and updating schedules as soon as they were printed took too much time, created a lot of extra work, and often resulted in manual errors that had to be corrected.

“When it became clear that we needed a more powerful solution to manage our workers, I contacted PayDataUSA in Kentucky, our payroll provider and trusted business partner to learn more about the automated time and attendance solutions they offered,” said Charles Fortney, Co-owner of OHP Work Care and SouthernCare Walk-In Clinic. “We then evaluated and compared the solution they offered from SwipeClock with a product from another leading technology provider.”

Solution

Following the product evaluation, OHP Work Care and SouthernCare Walk-In Clinic selected TimeWorks from SwipeClock. A few months after the successful rollout, both companies upgraded to TimeWorksPlus and then added TimeSimplicity for advanced scheduling. Together, Swipe- Clock’s solutions supported by PayDataUSA greatly simplify payroll, timekeeping, and scheduling by integrating, automating, and centralizing the workforce management process for both businesses.

For example, OHP Work Care and SouthernCare Walk-In Clinic share registration, administrative, and health care staff. Patient registration is open from 7:00 am to 7:00 pm, seven days a week. Back-office employees work Monday through Friday from 8:00 am to 5:00 pm, while nurse practitioners and medical assistants work three and a half 12-hour shifts. And, at least one health care professional, including physicians who provide medical oversight and see patients as needed, is needed at each location at all times.

“If our timekeeping and scheduling situation reads like a math problem it is!”
said Fortney. “Clearly, switching from spreadsheets to a powerful yet affordable
cloud-based workforce management solution offered by our payroll provider
was the right decision.”

Results

SwipeClock’s solutions have had a significant impact on OHP Work Care and SouthernCare Walk-In Clinic. “By far, the biggest benefit of using TimeWorksPlus and TimeSimplicity is having visibility to ensure we have the right people, in the right places, at the right times to provide the best care possible,” said Fortney. “By doing this, we also reduce our workload and lower the amount of overtime we pay since we’re more efficient.”

Employees also benefit by playing a central role in increasing efficiencies. The employee self service portal lets workers sign in at home or on their mobile devices to view and manage their schedules, notify managers changes, and suggest swapping time with other employees to fill open shifts. Communication and confirmations are done with email, texts, and notifications further streamlining the process.

SwipeClock’s intelligent alerts further increase efficiencies and lower overtime costs. For example, a message will appear when an employee has reached 25 or 40 hours worked for the week so another person can be scheduled to fill the shift. Additionally, intelligent clocks provide employees with helpful messages such as when their PTO or a holiday is coming up.

Finally, TimeWorksPlus and TimeSimplicity seamlessly integrate with PayDataUSA’s payroll system. This ensures that timekeeping data is quickly, cleanly, and securely sent from OHP Work Care and SouthernCare Walk-In Clinic to PayDataUSA so that employees receive their paychecks on time, every time with accurate vacation and other benefits information.

“The integration between TimeWorksPlus and TimeSimplicity is simply wonderful,” concluded Fortney. “SwipeClock gives us one place where everyone can be in sync. Our ability to automate our time, attendance, and scheduling processes gives us the visibility, efficiency, and lower labor costs we need to succeed today and tomorrow.”

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