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Questions to Ask Before Buying Provider Scheduling Software

Posted by Shift Admin on August 29, 2017 at 6:13 AM

The process of shopping for new physician scheduling software is a daunting one. With many different options on the market, it’s important to choose a solution that meets your needs and those of important stakeholders. 

To help you select the best, here are some important things to consider and questions to ask vendors when evaluating software options.

User Experience

The first thing to consider is the overall user experience.

Does it have the right features for your group and specialty?

Intuitive features such as schedule automation, customizable rule settings, and a visual editor are necessary to creating schedules in minutes, not days. Take a close look at the extensive feature sets offered by vendors and make sure they have the tools your group needs.

Is the scheduling software 100% web-based?

Another key to a great user experience is the ability to access a schedule easily from any device. The Shift Admin platform is 100% web-based and accessible via computer, tablet, or smartphone.

How are schedules shared with users?

Users can easily subscribe to any group schedule they need. Schedules can sync with major calendar applications such as iCal, Google, and Outlook. Once you generate or adjust the schedule, subscribers see updates in real-time.

How does the system manage shift trades?

Providers and staff members can easily swap or pick up shifts on their own. Admins can define rules for shift trades to prevent hourly employees from picking up shifts that qualify them for overtime pay.

How does your system generate the schedule?

With Shift Admin, you can automatically generate a fully-staffed, fully-optimized schedule according to your defined rules. There are hundreds of default rules built into the system, and our software engineers can customize rules to fit your group specifications.

How long does it take for a schedule to run/generate?

This one is important. Some scheduling software options available on the market today can take up to 48 hours to generate a schedule. Not Shift Admin. Our auto-generator can produce your fully-staffed, fully-optimized schedule in approximately 20 minutes.

Data Management & Integration

As a Group Administrator, creating a schedule quickly and easily is often only the first step for you. As schedules are finalized and executed, you must be able to access and manage data for other important functions in your job.

How do you retrieve data out of your scheduling system?

Automation is an excellent tool for gaining data and insight into your operations. The Shift Admin scheduling platform allows you to access and export your data in a wide variety of detailed, custom reports.

Does data integrate with other software, such as payroll programs?

Our comprehensive, built-in payroll system empowers you to handle payroll with ease for multiple providers and facilities. Plus, with custom third party integrations, you never have to worry about transferring or losing data across systems, such as ADP or other payroll applications.


A shiny new physician scheduling system is only as good as your ability to use it effectively. Even more important than the flashy features is the amount of support you receive from the software vendor. Support is often a “hidden cost” when purchasing a new solution, so make sure you ask the right questions when you compare prices.

How does onboarding work?

The Shift Admin support team will review your current schedule and users with you and walk you through importing your necessary data into the system.

How much support do you offer?

Our support team provides training and support to your group administrators to make sure your transition to Shift Admin is a smooth one. We don’t believe in leaving customers to fend for themselves following the launch.

What is the average response time from tech support?

Our US-based support team will be here to help answer any questions you might have along the way. We work to reply within five to 15 minutes of receiving a support ticket.


Whether you currently manage schedules for one physician or 20, the opportunity for growth is always on the horizon. The fact that you may add new members to your team or a new location to your network of facilities makes the ability to grow with your solution an important consideration.

Can I add/remove new shifts, users, and locations quickly?

The software provider should always answer this question with a simple word: absolutely! At Shift Admin, we can handle as many sites and physicians as you need. Other systems require admins to contact support to make these simple additions, but with Shift Admin’s intuitive interface you have the power to make adjustments with ease.


When considering the cost of physician scheduler software, it is just as important to consider the cost of operating without the software. Each manual scheduling process you use currently is costing you time and money, and often much more than you think.

How much will the software cost?

Shift Admin bases pricing on the user type and the number of users. We firmly believe that you should only pay for what you get, we do not bill for non-scheduled users. We also offer discounts for large groups of physicians or facilities.

Buying physician scheduling software will change the way you do your job as a group administrator. It’s important that you review the software in detail and answer each of your questions thoroughly.

We believe the best way to fully evaluate our solution is to schedule a free, customized demo of Shift Admin in action. Requesting a demo is easy, start today!

Topics: Physician Scheduling

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