Klinikum Stuttgart makes complex planning simple with Rostering

After Prof.  Walter had waited in vain since 2013 for key planning features to be implemented in the existing staff scheduling system, he became the first user in Germany to launch with Rostering, the online scheduling solution for medical specialists, Physician Associates and support staff previously known as ‘MedSpace’ in 2015. 

First contact with Rostering

At the invitation of the German Society of Anaesthesiology and Intensive Care Medicine (DGAI), Rostering was presented as a digital solution at the German Anaesthesia Congress 2013 in Nuremberg for the first time. During a break between lectures, Prof.  Walther struck up a conversation with Jan Pieter Gallas, the founder of MedSpace, in the congress exhibition area. After a brief demonstration of the software, it then was concluded that it was still too limited and incomplete for use in anaesthesia at that time.

Prof. Walther

Prof.  Walther outlined a number of minimum requirements and ideas that were essential for day-to-day operations. After nearly 18 months of development, Rostering was presented again – this time successfully – and the first order from Germany was received.

The initial situation with anaesthesia at Klinikum Stuttgart in 2015

At the time, the hospital had 100 doctors on staff and relied on Excel and paper notes, but planning had become too complex to manage with Excel alone. They had also considered an in-house planning solution that Prof.  Walther was familiar with from his time at a university hospital. However, this solution failed to meet several key requirements and was therefore not considered suitable for use in Stuttgart.

At the time, scheduling and assigning shifts and tasks for the approximately 100 medical staff was carried out by a single person and took around three days each month. Rotation planning (e.g. for junior doctor shifts in the first year of training) was also handled by a single person and required an additional day each month.

How the Department of Anaesthesiology is organised

The Department of Anaesthesiology consists of the Clinic for Anaesthesiology, Surgical Intensive Care, Emergency Medicine and Pain Management, as well as the Clinic for Cardiac Anaesthesiology. It provides the full spectrum of anaesthetic services before, during and after surgical procedures throughout Klinikum Stuttgart. Nearly 200 staff work together across more than 45 anaesthesia workstations, delivering around 50,000 anaesthetic procedures each year. In addition, they care for over 3500 patients annually in two intensive care units and one intermediate care unit.

Planning is reliable and accurate, and despite its complexity, the time required remains manageable. Overstaffing and understaffing are visible at a mere glance, so working without Rostering is now unthinkable.

How complex is anaesthesia planning today?

According to Prof. Walther, anaesthetist scheduling is far more complex than the standard duty rosters used for nursing staff or other medical personnel. It’s not just about assigning staff to early, late or night shifts, but also about planning staffing areas and locations for day-to-day operations: operating theatre times, recovery room shifts, ward assignments, ambulance service cover, staffing of the emergency department or resuscitation bay – and many other possibilities. All duties, shift locations and shift times must be planned ahead and in detail for the entire month.

This involves taking into account shift combinations, training requirements, specific certifications, qualifications and levels of experience, as well as staff preferences, working time regulations, rest periods, leave and continuous education activities. Robust absence and capacity management is therefore essential to respond effectively to staff absences and emergencies, and to ensure that there are enough personnel with the right qualifications in the right roles – every day.

How much time and effort does the current planning process require?

Creating the monthly schedules for nearly 200 staff takes two days, with rotation planning requiring approximately one additional day. “In other words, we now schedule twice as many medical staff in nearly half the time,” says Prof.  Walter.

Why did Prof. Walther choose Rostering?

The standard duty roster proved unsuitable for anaesthesia, and planning with Excel was too time-consuming and error-prone due to its mere scale. It simply didn’t work for the complex scheduling needs of the Department of Anaesthesiology. In addition, Rostering offers a staff app that is very popular – especially among the younger team members. The current schedule can be accessed at any time, and holiday requests, shift swap requests and for specific shift preferences can all be managed in a paperless way via smartphone or computer from anywhere – thanks to MedSpace’s web-based platform.

Which features do they use (including schedule automation)?

The team primarily uses the core planning software – something they would no longer want to do without. It’s the only way to reliably ensure that minimum staffing levels are consistently met across key areas and roles. Reducing the time spent on planning is also a major factor, as this task is carried out by doctors. In addition, the scheduling engine helps ensure a fair distribution of less popular shifts, making it a valuable support tool for planners.

In other words, we now schedule twice as many medical staff in nearly half the time.

How is the app received by staff?

The app is regularly used and well liked, and staff wouldn’t want to do without it. It’s especially popular among the younger colleagues who are accustomed to using smartphones in their daily routines.

What has changed since using Rostering?

Planning is now reliable and accurate, and despite its complexity, the time involved in using it remains manageable. Overstaffing and understaffing are visible at a mere glance, so Rostering has become indispensable.

Automatic rotation planning integrated with the duty roster system would be a valuable addition

The team is already looking forward to the new module for integrated rotation planning, whose release is scheduled for early 2025. This will further enhance the efficiency of the planning process. The integrated rotation planning feature is already in use at Schleswig-Holstein University Hospital (UKSH), and it is expected to become a key time-saving functionality of Rostering in Stuttgart as well.

What does Prof. Walther think of Rostering’s services (including the support desk)?

In addition to good software, it’s also important that the support desk responds quickly to issues. Most queries are answered on the same day, which is a major advantage. The implementation of the software was also straightforward and we were able to start using it within just two months.

About Klinikum Stuttgart

Klinikum Stuttgart, with its three sites – Katharinenhospital, Krankenhaus Bad Cannstatt and Olgahospital – is a tertiary care hospital providing comprehensive medical services to the people of Stuttgart and the wider Middle Neckar region. The hospital is an economically independent, non-profit municipal institute under public law, operated by the state capital Stuttgart. Klinikum Stuttgart is an academic teaching hospital of the University of Tübingen, with direct access to the latest scientific knowledge and methods in diagnostics and treatment.

It is one of the largest and most advanced hospitals in Germany. With over 50 clinics and institutes, Klinikum Stuttgart offers a high level of specialisation and a comprehensive range of services across nearly all medical disciplines. Its three sites provide more than 2200 inpatient beds and day-clinic treatment units. Each year, around 90,000 patients receive inpatient care, with a further 600,000 treated on an outpatient basis. Around 9000 staff care for patients on the wards, in operating theatres and specialist departments, or work in administration and technical services to ensure the smooth running of the hospital.

About Rostering

Rostering is the innovative solution used by more than 650 medical departments and over 30,000 doctors across the Netherlands, Belgium and Germany. It is the leading online solution for medical staff scheduling and is particularly well suited to departments with complex planning requirements, offering an ideal solution for efficient staff management. Rostering was developed 20 years ago in close collaboration with doctors from Diakonessenhuis hospital in Utrecht and Amphia Hospital in Breda (both in the Netherlands), and has been improving continuously ever since. Rostering saves time, prevents scheduling conflicts and increases organisational efficiency – allowing you to focus on delivering outstanding patient care. It also includes a staff app, giving team members instant access to the latest rota. Holiday requests, shift swap requests and preferences for specific shifts can all be managed in a paperless way via the app. Moreover, implementation is quick and straightforward, with most customers up and running within just six weeks. Today, Rostering is trusted by 90% of hospitals across the Netherlands.

Quotes by Prof. Walther, Consultant-in-Chief and Director of Anaesthesiology at Klinikum Stuttgart.

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.