From approximately 360 to 120 hours per week dedicated to scheduling | <5 minutes to create a schedule
The Challenge: Managing Scheduling With a Growing Team
As Autism Support Now expanded across Kansas and Missouri, coordinating schedules for a growing client and staff base became harder to manage by hand. With nine clinics and one full-time scheduler assigned to each location, the organization was dedicating approximately 360 hours per week to scheduling alone.
Leadership needed a way to keep scheduling running smoothly at scale, without adding a scheduler for every new location. Today, just 4 schedulers manage scheduling across all 14 clinics.
The Solution: AI-Powered Scheduling
To scale scheduling without adding personnel, Autism Support Now turned to AI-powered scheduling. Rather than manually building schedules clinic by clinic, the team uses AI to create schedules based on staff and client availability and other scheduling parameters.
Schedulers then review the generated schedules, adjust as needed, and publish them once they’re ready. As new clients or staff are added or availability changes, the team can update the parameters and rerun the schedule instead of starting from scratch.
Scaling Scheduling While Reducing Administrative Resources
The impact of this new scheduling workflow is most apparent in how Autism Support Now has been able to expand without growing its scheduling team. Since adopting AI-powered scheduling, the organization has increased its number of clinics by 33% while reducing staff hours dedicated to scheduling by 67%.
Abigail shared that the faster process has also reduced stress on the scheduling team. The result is not only a more scalable scheduling model, but a better experience for the staff managing it.
Responding Faster to Client and Staffing Changes
Therapy schedules in ABA are constantly changing. Staff call-outs, vacations, new clients, availability changes, new staff, and more require scheduling teams to make ongoing adjustments. Without the ability to quickly adapt, even well-planned schedules can require significant manual rework.
For Autism Support Now, process flexibility is especially important as the organization continues to grow. Rather than rebuilding schedules each time circumstances change, schedulers can add new clients, staff, and locations, update the relevant parameters, and rerun the existing draft. This flexibility is also helping the team plan schedules weeks ahead of time.
- Scaled from 9 to 12 clinics while continuing to grow
- Reduced scheduling staff from 9 to 3
- Reduced weekly staff hours dedicated to scheduling from about 360 to 120
- Cut schedule creation time to less than 5 minutes
- Made it easier to incorporate new clients and staff without rebuilding schedules from scratch
- Gained greater visibility into staffing needs and client capacity across locations
- Reduced manual adjustments and stress for the scheduling team
Building a More Scalable Approach to Scheduling
As Autism Support Now continues to grow, its scheduling team is better equipped to keep pace. By substantially reducing manual scheduling tasks and making it easier to adapt to client and staffing changes, the organization can support more clinics without adding scheduling resources at the same pace.
With ScheduleAI, organizations can build optimized schedules in minutes, balancing availability, credentials, and client needs. How much time could you save?
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