Introduction
Finding the right medical staff scheduling software is crucial for practices to efficiently manage their workforce and seeing as many patients as possible. However, with so many options on the market it can be challenging to identify the solution that perfectly fits your needs. This guide analyzes and compares 15 of the most popular medical staff scheduling platforms based on key factors like usability, customization options, reporting capabilities and overall value.
Methods of Evaluation
To rank and review each software, we evaluated them based on the following conventional criteria: features, ease of use, pricing and support. Additional modern factors like number of backlinks, organic traffic and keyword search trends were also considered to gauge real-world popularity and demand. The software with the most comprehensive feature set, positive reviews, competitive pricing and highest organic visibility were ranked as the top choices.
1. Calendly
Calendly is a leader in online appointment scheduling software. Founded in 2012, Calendly has helped over 10 million users easily schedule meetings and appointments. With Calendly, users can create personalized booking pages that automatically sync with their calendars and allow clients, customers, or patients to self-schedule meetings with just a few clicks. This helps teams be more productive by spending less time coordinating schedules and more time doing meaningful work.
Pros: Some key advantages of Calendly include:
– Simple online booking pages that allow clients to self-schedule meetings
– Integrates seamlessly with common calendar and booking platforms
– Offers a wide range of custom appointment types and recurring schedules
– Allows payments and document sharing to be integrated into bookings
– Round-the-clock customer support and free basic plan for individual/freelancer use
Cons: A potential disadvantage is that the free basic plan only allows for one booking type and single user scheduling. For teams that need more advanced capabilities, an paid enterprise plan would be required.
Pricing: Calendly offers three pricing tiers:
– Free Plan: Allows one booking type and single user. Good for individual/freelancer use.
– Plus Plan: $8/user/month. Removes booking type limit and allows custom domains. Best for small teams.
– Enterprise Plan: Custom pricing. Removes all limits and adds Enterprise-grade support. Best for large organizations.
Some key stats about Calendly include:
– Used by over 10 million users worldwide
– Integrates with over 150 platforms including Google Calendar, Outlook, Salesforce and Zoom
– Has helped users save over 250 million hours previously spent scheduling meetings
– Has a net promoter score of 84 indicating very high customer satisfaction
2. Square Appointments
Square Appointments is a scheduling and booking platform developed by Square, Inc. that allows businesses to manage bookings, availabilities and employee schedules. It provides an all-in-one solution for businesses to seamlessly handle reservations, walk-ins, and staff management directly within Square’s suite of commerce products.
Pros: Key advantages of Square Appointments include:
– Same-day booking and walk-ins
– Location-based scheduling
– Tablet and mobile checkout
– Integrates with Square payments
– Automated notifications and confirmations
– Employee availability and time-off management
Cons: A potential disadvantage is that it only integrates with Square’s payments platform, so it may not be suitable for businesses already using alternative payment processors.
Pricing: Square Appointments offers both free and paid plans. The free plan provides basic booking functionality. Upgrade pricing starts at $15/month for additional features like unlimited bookings, employee management, and customizations.
Some key stats about Square Appointments include:
– Used by over 300,000 businesses globally
– Processes over $175 billion in payments annually
– Integrates with Square for POS, payments and CRM functionality
– Available as a free and paid plan
3. Acuity Scheduling
Acuity Scheduling is online appointment scheduling software that helps businesses and professionals book appointments easily on their website or mobile app. Founded in 2006 and based in Pittsburgh, PA, Acuity Scheduling offers customizable booking pages, automated workflows, and integrated payments.
Pros: Some key advantages of Acuity Scheduling include:
– User-friendly booking pages that can be customized and branded
– Robust reporting and analytics on bookings, clients, revenue, and other metrics
– Integrations with practice management and EHR systems like Practice Fusion and drchrono
– 24/7 phone and email support from their customer success team
Cons: One potential disadvantage is that the free plan only allows for a single provider and up to 10 bookable slots per month. However, there are affordable paid plans for businesses with higher booking volume needs.
Pricing: Acuity Scheduling offers four paid plans starting from $25/month for their ‘Essential’ plan up to $99/month for their ‘Business Elite’ plan. All plans include usage-based pricing after the monthly booking cap. Custom payment gateways and clients also have additional fees.
Some key stats about Acuity Scheduling include:
– Used by over 100,000 businesses worldwide
– Handles over 10 million appointments booked annually
– Available in 11 languages with 24/7 phone and email support
4. Capterra
Capterra is a software discovery platform that helps organizations find the right software or service. The company was founded in 1999 and offers a medical staff scheduling software directory, in-depth product comparisons, user reviews and ratings, and information to help users find a suitable solution.
Pros: Some key advantages of using Capterra include:
– Comprehensive directory of medical staff scheduling software options for research and comparison
– Detailed product pages with features, pricing and other important information
– Insights from millions of users through verified reviews and ratings
– Options to request free trials from vendors without long term commitments
– Unbiased information to help find the right solution for specific needs
Cons: One potential disadvantage is that Capterra itself does not provide the actual medical staff scheduling software. Organizations would still need to contact and purchase from the vendor directly after researching on Capterra.
Pricing: Capterra’s services are free for users to browse listings, read reviews and compare software options. Vendors are required to pay for promotional placements and premium profile listings on the platform.
Some key stats about Capterra include:
– Over 1.5 million verified user reviews
– In-depth profiles on over 35,000+ B2B software products and services
– Serving over 1 million visitors every month who are seeking the right solutions
– Helping organizations shortlist and purchase the ideal software since 1999
5. Smartsheet
Smartsheet is a leading work management platform that allows teams to plan, capture, manage, automate, and report on work. As one of the most popular work management platforms, Smartsheet offers a unique blend of collaboration, automation, and visibility tools to help teams successfully manage projects, workflows, and entire work programs.
Pros: Some key advantages of Smartsheet include:
– Collaborative work tracking platform that allows distributed teams to see updates in real-time
– Powerful Gantt charts and calendaring tools to track projects visually and plan resources
– Highly customizable forms and workflows to automate approvals, checklists, and more
– Robust reporting, analytics, and dashboarding capabilities for data-driven decision making
– Extensive integration and API capabilities allowing it to integrate with various apps and systems
Cons: A potential disadvantage is that the free version has limited functionality and storage. However, the paid plans are still relatively affordable starting at $12.50/user/month for the Professional plan.
Pricing: Smartsheet offers the following paid plans:
– Professional: $12.50/user/month – Includes 1GB storage, workflows, and approvals
– Business: $25/user/month – Adds more storage, reports, and integrations
– Enterprise: Custom pricing – Includes dedicated support, SSO, and more customization
Some key stats about Smartsheet include:
– Used by over 90,000 organizations worldwide including Starbucks, Intel, and NASA
– Over 100,000 templates in their template gallery
– Integrations with over 300+ apps including Google Workspace, Microsoft Teams, and Slack
– Average of 10,000 new users signing up each week
6. Salary.com Staff Planning
Salary.com Staff Planning is a leading medical staff scheduling and labor management software. Used by over 2,000 hospitals, clinics, and healthcare facilities, Salary.com Staff Planning helps optimize workforce deployment and ensure compliance. The software provides comprehensive tools to forecast staffing needs, create skill-based schedules, track certifications and educate staff.
Pros: Key advantages of Salary.com Staff Planning include:
– Comprehensive labor forecasting to accurately predict staffing needs
– Skill-based scheduling to ensure the right mix of skilled staff
– Certification and compliance tracking to maintain licenses and credentials
– Time off management and approval workflows
– Dashboards and reports with key metrics and analytics
Cons: One potential disadvantage is the upfront implementation and training required to fully utilize the software’s advanced functionality. Administrators may need to invest time and resources to optimize configuration.
Pricing: Salary.com Staff Planning pricing is based on the number of locations, users, and shift schedules managed. There is also setup, implementation, and annual support fees. Pricing ranges from $2,000 to $10,000 per month depending on the organization’s size and requirements.
Some key stats about Salary.com Staff Planning include:
– Plans schedules for over 500,000 medical professionals
– Manages over 1 million shifts each month
– Active in all 50 US states and several international markets
– 99% client retention rate
7. BambooHR
BambooHR is a leader in HR software, providing a complete platform for managing employee information, payroll, benefits administration, and more. Founded in 2008, BambooHR software is used by over 25,000 organizations of all sizes to simplify HR processes.
Pros: Some key advantages of BambooHR include:
– Integrated payroll processing functionality to automate payroll runs
– Customizable forms and surveys to collect any needed employee info
– Built-in benefits and pension administration tools
– Robust applicant tracking system to manage the entire hiring process
Cons: One potential disadvantage is that the comprehensive platform requires an Enterprise plan for larger organizations, which can be more costly than alternatives focused on a single HR function like payroll or benefits administration alone.
Pricing: BambooHR offers several paid plans starting at $6 per employee per month for Essentials up to custom Enterprise pricing. All plans include support, upgrades, integrations and the complete HR software platform functionality.
Some key stats about BambooHR include:
– Over 25,000 customers globally
– Integrations with over 100+ other applications
– Processes payroll for over 1 million employees
– Supports businesses with 1-5000+ employees
8. MINDBODY
MINDBODY is a leading provider of health and wellness business software. They offer a complete end-to-end platform to help businesses manage every aspect of their operations including scheduling, online booking, payments, marketing and more. With over 55,000 affiliated locations around the world, MINDBODY helps businesses connect with clients and grow their brand.
Pros: Key advantages of MINDBODY’s software include:
– End-to-end business management software to handle all operations from one platform
– Allow clients to book, pay for and manage appointments online for convenience
– Customizable branded websites that help businesses showcase their services and build their brand
– Flexible to support different business models like spas, salons and fitness studios
Cons: A potential disadvantage is that the software is more geared towards medium and larger businesses. Smaller independent practitioners may find some features too advanced or expensive for their needs.
Pricing: MINDBODY offers various pricing plans depending on the size and needs of the business. Basic plans start at $79 per month for a single location. More premium packages with additional features are available for around $150-300 per month. Integrated payment processing is also available for an additional fee per transaction.
Some key stats about MINDBODY include:
– Over 55,000 affiliated locations globally
– Serves industries like fitness studios, salons, spas and wellness centers
– Processes over $9 billion in commerce annually on their platform
– Supported in over 150 countries
9. Wrike
Wrike is a project management and work tracking software based in California. Founded in 2006, Wrike offers a comprehensive work management platform to help organizations and teams stay on top of tasks, projects, and resources. With over 10,000 customers worldwide, Wrike provides a fully customizable solution to manage complex workflows.
Pros: Some key advantages of Wrike include:
– Web-based project and resource management for flexibility
– Calendar views and detailed scheduling capabilities
– Highly customizable workflows that can be tailored to any process
– Robust reporting and analytics on project status, time spent, and more
– Central skills database to help match the right resources to tasks
Cons: One potential disadvantage is that the pricing tiers can be more expensive for larger teams and implementations compared to some other project management options.
Pricing: Wrike offers several paid plan tiers starting at $9.80/user per month for the basic plan. Premium and enterprise plans are available starting at $24/user per month and include additional features like customized reporting, advanced permission controls, and dedicated support.
Some key stats about Wrike include:
– Over 10,000 customers globally across multiple industries
– Integrations with over 100 apps including Slack, Dropbox, Google Drive, and Jira
– Projects can have unlimited tasks, files, comments, and participants
– Real-time collaboration and task updates across desktop and mobile
10. Vagaro
Vagaro is staff scheduling and booking software designed for salons, spas, and fitness studios. With Vagaro, businesses can manage bookings, staff, inventory, and payments all in one online system. Clients can browse services, read reviews, and book appointments 24/7 through the salon or studio’s website.
Pros: Key advantages of using Vagaro include:
– Online booking and payments allow clients to easily book from anywhere at any time
– Automated appointment reminders help keep clients on schedule
– Flexible slots and package deals give staff and clients scheduling flexibility
– Service and inventory management tools help businesses run more efficiently
Cons: A potential disadvantage is the monthly subscription fee, though this provides access to Vagaro’s full suite of staff scheduling and business management tools.
Pricing: Vagaro offers several tiered pricing plans starting at $39 per month for a basic Pro plan. Higher-tier Premium and Enterprise plans provide additional features and support for larger businesses.
Some key stats about Vagaro include:
– Over 10,000 businesses currently use Vagaro worldwide
– Appointments can be booked online or via the Vagaro mobile app
– Automated appointment reminders help reduce no-shows
– Staff schedules can be customized with flexible slots and package deals
11. Bitrix24
Bitrix24 is a free online workspace for teams that offers integrated tools for CRM, project management, tasks, calendar, online meetings and more. Founded in 2001, Bitrix24 helps over 150,000 businesses manage their entire operations on a single platform.
Pros: Key advantages of Bitrix24 include its ability to manage CRM, projects and more on one platform. It also offers a customizable calendar and task manager for tracking work. Employee feedback and performance reviews can be conducted through the app. Data easily integrates with other key services like Google and Office 365.
Cons: One potential disadvantage is that the free version has limited storage and users. However, there are affordable paid plans for larger teams and volumes.
Pricing: Bitrix24 offers a freeBasic plan with limited features. Paid plans start at $15/user per month for the Standard plan which removes data and storage limits. A reduced annual rate is available.
Some key stats about Bitrix24 include: used by over 150,000 businesses worldwide, available in over 35 languages, integrates seamlessly with Google and Office 365, and offers customizable calendars, tasks and analytics dashboards.
12. Workforce.com
Workforce.com is a leading workforce management software provider used by thousands of organizations worldwide. Founded in 2004 and headquartered in San Diego, California, Workforce.com offers a full-featured employee scheduling, time and attendance, and labor compliance solution to help businesses manage their workforce needs.
Pros: Some key advantages of Workforce.com include:
– Geolocation time tracking to ensure on-site check-ins
– Ability to create custom forms and workflows for reporting issues
– Automated approvals workflows to streamline processes
– Integrates seamlessly with other HR platforms like ADP, Paylocity for a unified solution
Cons: One potential disadvantage is that the pricing could be higher than some competitors for large organizations with complex needs.
Pricing: Workforce.com offers flexible pricing plans starting from $49 per month for basic scheduling and time tracking needs. Premium packages with advanced features are priced upwards of $100 per month depending on the number of employees and modules required.
Some key stats about Workforce.com include:
– Serves over 10,000 customers globally across various industries
– Processes over 1 billion clock-ins annually
– Integrates with over 150+ HR and payroll systems
13. Reservio
Reservio is an online appointment scheduling software that helps businesses automate their booking process and simplify paperwork. The software provides customizable online booking pages that allow customers to book appointments 24/7.
Pros: Some key advantages of Reservio include:
– Automated booking workflows that streamline the booking process
– Integrations with popular tools like Zoom and Microsoft Teams for virtual appointments
– Customizable online booking pages to capture customer details and payments
– Subscription and package management to easily book recurring appointments
Cons: One potential disadvantage is that the free plan only allows for 3 staff members and 10 bookable hours per week, so the software may not be suitable for very large businesses on the free plan.
Pricing: Reservio offers both free and paid plans. The free plan provides basic functionality for up to 3 staff and 10 bookable hours per week. Paid plans start at $29 per month for the Premium plan which removes booking limits and adds additional features.
Some key stats and facts about Reservio include:
– Used by over 10,000 businesses worldwide
– Integrates with popular tools like Zoom and Microsoft Teams
– Automated reminders and confirmation emails
– Subscription and package management for recurring appointments
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14. TimeTrade
TimeTrade is a leading medical staff scheduling software. Founded in 2002, TimeTrade aims to optimize staffing through automated and customizable scheduling. Their software allows healthcare providers to efficiently manage calendars, book appointments, and track team activity.
Pros: Some key advantages of TimeTrade include:
– Customizable calendar views and grids
– Real-time scheduling across devices
– Automated scheduling workflows
– Advanced reporting and analytics
Cons: One potential disadvantage is that the software may require some customization and setup during implementation which requires time and resources from the healthcare organization.
Pricing: TimeTrade offers various pricing plans depending on needs. Basic plans start at $49/month for a single provider. Additional tiers scale up based on number of providers and features.
Some key stats about TimeTrade include:
– Used by over 10,000 healthcare practices
– Supports scheduling for over 1 million providers
– Automates over 50 million appointments each year
– Integrates with over 40 EMR/EHR systems
15. Kronos Workforce Ready
Kronos Workforce Ready is a comprehensive workforce management platform developed by UKG. It offers time and attendance tracking, advanced scheduling capabilities, labor forecasting, and integrates with HR and payroll solutions. Kronos Workforce Ready helps organizations effectively manage their staff scheduling and improves productivity.
Pros: Key advantages of Kronos Workforce Ready include:
– Comprehensive workforce management platform that handles all scheduling and staffing needs
– Advanced scheduling tools that optimize scheduling based on labor demands
– Integrated time and attendance tracking for hourly employees
– Labor forecasting helps predict future staffing needs
– Integrates with UKG payroll and HR solutions for a unified solution
Cons: One potential disadvantage is the investment required for the comprehensive platform. As an enterprise solution, Kronos Workforce Ready requires an upfront investment and implementation costs that may not be feasible for some small to medium sized organizations.
Pricing: Pricing for Kronos Workforce Ready varies depending on the number of employees, modules selected, and implementation services required. Generally speaking, organizations can expect an implementation fee of $10,000-$50,000 and an annual subscription fee starting at $10 per employee per month for basic time and attendance tracking.
Some key stats about Kronos Workforce Ready include:
– Used by over 7,000 organizations worldwide
– Manages scheduling and timetracking for millions of employees
– Over 45 years of experience in workforce management solutions
Conclusion
Choosing medical staff scheduling software is an important decision for any practice. This guide has objectively analyzed and compared 15 leading platforms to help you identify the solution that best suits your workflow, team size and budget. By considering evaluation criteria like features, usability, value and online presence, you can feel confident in selecting a software that will optimize your scheduling operations and boost the satisfaction of both staff and patients.