AI scheduling
Emergent Physicians of South Florida
AI Scheduling Across 5 Sites
8–10 hrs → 1–2 hrsPer schedule, for each medical director
Read case study The Challenge
Michael Concepcion builds the schedule for 8 Baptist Health sites. Previously using ShiftAdmin, each schedule took 3-5 days, and every assignment had to be checked by hand.
Everything lived in Michael's head
- Who each provider likes and doesn’t like working with
- Which sites each provider prefers
- How each provider performs at different sites
- Which providers are faster or slower
- How busy each site was likely to be
None of it was documented. Michael tried to predict each site's patient volume and staff to match, but no one person can compare every possible schedule. Sites were often overstaffed or understaffed, with 13–14 physicians on days that only needed 10–11, and many preferences went unmet, so providers were less happy.
The Solution
Before Describe
- 3-5 days to build each schedule
- Every assignment checked by hand
- Sites overstaffed on slower days
- Preferences tracked only in Michael’s head
With Describe
- 4 hours to build each schedule
- AI builds it, Michael reviews and publishes
- Staffing matched to predicted patient volume
- Every preference tracked and considered
“I used to spend a minimum of 3 days building the schedule. Lately I've been able to publish a schedule within 4 hours of starting it. People used to reach out upset about something, and now I publish the schedule and I don't hear anything.”
Michael Concepcion, PA-CScheduler, Urgent Care Physicians of South Florida
“In 5 years, I've never seen all of our sites hit every metric in the same quarter. With Describe, every one of our 8 sites was hitting every metric — all 24 site-metric targets at once.”
Michael Concepcion, PA-CScheduler, Urgent Care Physicians of South Florida
The Results
~90%Less scheduling time
24/24Site-metric targets hit in one quarter
+$28K/moSaved on overstaffing
+3%Press Ganey scores
6%Lower length of stay
+12%In-clinic dispensing (InstyMed)
Hitting every site-metric target was also driven by giving providers visibility into their own performance. With Describe's performance tracking module, providers can see their length of stay, Press Ganey scores, and other metrics, and how they compare with their peers, which motivates them to improve.