Zuyderland gains clarity and control over staff scheduling with Rostering

Compiling an accurate schedule can be extremely complex, especially when the number of locations, departments and users is increasing. Higher math skills for the normal brain. That is why a hospital like Zuyderland Medical Centre uses Rostering, the scheduling app previously known as ‘MedSpace’.

 Zuyderland was created by the merger of Atrium Medical Centre Parkstad, Orbis Medical and Care Concern Sittard-Geleen. These Limburg healthcare organisations merged on 1 January 2015. Executive secretary Simone Rouwette is the master planner for medical specialists and support staff at the Department of Surgery. Berry Meesters, a surgeon at the department, was previously involved in management and planning via Rostering and is now only “a satisfied user” of the programme.

21 departments

Rostering was first introduced in the Department of Surgery of the Zuyderland Medical Centre more than twelve years ago. In 2024, 21 departments use the innovative online scheduling app for medical specialists, Physician Associates and support staff. That’s a total of nearly 800 MedSpace users. “It was a bit of a challenge during the merger, because one of the locations wanted to keep their familiar Excel spreadsheet. Our department wanted to continue with a professional system like Rostering. That is what ended up happening. We gradually rolled it out in our hospital and haven’t had any complaints yet.”

“It’s a very user-friendly programme,” Simone adds. “We used to have our own programme. Of course, it was not that comprehensive and also not that clear. Now I don’t know any better and I wouldn’t want anything else but MedSpace.” Berry: “I remember very well how we would say in the early days, “Let’s do this for a year or two and then evaluate the programme”. In the end, that evaluation transitioned seamlessly into our ongoing use of the app!”

The importance of good working arrangements

The Department of Surgery (with 64 users) consists of various subdivisions such as trauma, vascular and gastrointestinal surgery (GIC). The services of Physician Associates, differentiators and Physician Assistants are also included, which makes making an accurate planning almost rocket science.

Simone Rouwette, executive assistant, Zuyderland Medisch Centrum

“Surgery also used to consist of urology, orthopaedics and plastic surgery,” Berry explains. “Those specialties have completely split off from Surgery. We now have five main disciplines in the Department of Surgery. They either work completely independently, with other department members no longer involved in the other subdisciplines, or they work for both trauma and thorax or GIC, for example.”

Simone: “In our planning, we have to take several dependencies into account. That sometimes causes conflict. Good working arrangements between administrators and specialists are very important when it comes to creating a correct schedule.”

“Good working arrangements between administrators and specialists are very important in creating a correct schedule.” – Simone Rouwette

More overview and insight

To make the most of Rostering in collaboration with all users, Berry and Simone’s department starts with a basic schedule. “We agreed on that, but sometimes it’s still difficult,” Berry explains. “Especially during holidays, or when a surgeon is asked to give a presentation somewhere at short notice. Everyone thinks that is wonderful, good for our department, but that shift needs to be covered. We did agree to plan eighty percent of holidays and conferences ahead of time, so that the schedule is mostly set.”

The absolute added value of Rostering, according to Simone, is its user-friendliness for both administrators and users. “Applying filters, for example, is very simple. The programme is clear to everyone. It provides excellent insight. In addition, you can easily make a good overview, as detailed as you like.”

“I find it very clear,” Berry adds. “It is clear what everyone does when and what shifts they have. The app also shows you at a glance what your upcoming week looks like. We can also easily indicate our holidays and conference days. Moreover, it is clear who changed what when and where. That history is very useful. A very nice addition in Rostering would be if we could link the required capacity for the OTs and outpatients’ clinics to waiting times and opening hours.”

A future-proof programme

According to Simone and Berry, Zuyderland has a future-proof programme, which will serve the hospital for many years to come. “If we want changes, we can indicate that,” Simone says. “The professionals behind Rostering always think along with us. The helpdesk is very good. They help us not only by explaining how something works, but also by discovering how to solve a problem instead of just showing us how they do it. That works in the moment, but tomorrow you won’t remember. Instead they give me the tools and that is very nice. I learn something from that.”

Berry says it’s important to have a colleague who is competent in Rostering. “Someone who understands how things work within the organisation. Who knows exactly how, what and where. In our case that is mainly Simone. She is the one who is in touch with the planning for the OT, the outpatients’ clinics, the assistants and you name it. We sometimes worry about life at the hospital without Simone.”

Her added value is mainly due to the content of the schedule, not so much to the operation or completion of the schedule. “If you remove one tiny piece, it could create a domino effect,” Berry explains. “Rostering doesn’t just solve that. It still requires interaction and input from people who know how the organisation works. As user-friendly and as clear the system may be.”

“You have to see it like this,” Simone concludes. “There is a story behind each tick box and field.”

Would you like to find out more?

Curious about how Rostering can help you gain more insight and overview when scheduling medical staff? Contact us! We would be happy to tell you more about it.