King Fahad Specialist Hospital

King Fahad Specialist Hospital provides advanced medical care, specialized treatments, and comprehensive services, emphasizing patient-centered care and cutting-edge technology.

King Fahad Specialist Hospital in Dammam (KFSH-D) stands as a leading specialist hospital in the Eastern region of Saudi Arabia, renowned for its high-quality medical services. The hospital offers a wide range of specialties, including Oncology, Organ Transplant, Neurosciences, Cardiac Services Programs, Genetic Sciences, and more. Notably, KFSH-D is the first specialized hospital under the Ministry of Health in Saudi Arabia to receive Joint Commission International (JCI) Accreditation.

Recognizing the challenges posed by manual scheduling methods across its units, unstructured information flow, and difficulties in coordinating non-operational events such as training courses, KFSH-D sought to automate its scheduling processes. The goal was to enhance efficiency and ensure seamless information exchange between systems while accommodating the complex and unique scheduling needs of its various units. After a rigorous selection process, KFSH-D chose Care Systems for Optimized Workforce Scheduling (CareStaffer), Productivity and NHPPD Targeting (CareWorks), and Integrated Education Scheduling and Licensure Management (CareLearn).

Integration for Enhanced Productivity

CareWare’s integration capabilities have significantly improved productivity by seamlessly linking schedules with the Human Resource Management System and the Hospital & Clinical Information System. This integration provides a single point of entry for employee information, reducing redundant data entry, facilitating fluid data exchange, and delivering required outputs to other systems, making life easier for end users, managerial staff, and system administrators.

Minimized Errors and Enhanced Employee Satisfaction

CareStaffer’s flexible rule configuration has ensured compliance with various labor regulations, minimizing errors by proactively alerting managers whenever a rule is violated. Employee satisfaction has been boosted by maintaining electronic records that accurately calculate work hours and overtime, resulting in fair scheduling and reduced payroll errors.

Incorporating Training into Schedules

KFSH-D frequently schedules extensive training programs for its employees. With the implementation of the CareLearn module, the hospital can now create courses tailored to specific employee categories and units, allowing employees to enroll through the system while avoiding conflicts with work schedules and operational activities.

Refinements to Meet Complex Needs

To adapt to local standards and cultural practices, CareWare underwent several refinements, including integration with the Hijri calendar, alignment with Ministry of Health standards, establishing an on-call rota for doctors at MOH hospitals, and meeting KFSH-D’s unique reporting needs. Care Systems efficiently implemented these refinements within a short timeframe.

Looking ahead, KFSH-D plans to further enhance employee activity management by exploring the integration of time and attendance modules into the scheduling application. Care Systems is eager to support this initiative and aims to complete the implementation of CareTime in the future.

Thanks to the robustness of the CareWare application, Care Systems successfully delivered the required refinements and completed the project within eight months. The fully automated solution has led to increased productivity, reduced payroll errors, streamlined education planning, mitigated compliance risks, and, most importantly, significantly improved employee satisfaction.

Capabilities Delivered

  • Schedule Planning & Adjustment
  • Daily Census / NHPPD Tracking
  • Daily Monitoring and Tracking
  • Credential Management with On-Screen Alerts
  • Overtime Alerts & Control
  • Real-Time KPI & Productivity Dashboards
  • Education Planning and Scheduling
  • Analytics/Reports
  • Choice of Hijri Calendar & Reports in Arabic
  • Multiple Levels of Approvals for Requests
  • Seamless Interface with ERP and HIS
 

Fatimah Kazim

Project Manager, King Fahad Specialist Hospital

“Care Systems was selected amongst several other competitors at KFSH-D after a very stringent selection process. Care Systems provides a complete suite of Workforce Management modules to King Fahad Specialist Hospital-Dammam (KFSH-D) offering the best workforce optimization capability embedded in the most modern technology in a web based solution. The capability includes simplifying scheduling, Hijri Calendar, interfacing between HR and HIS, enabling employee communication via email, SMS, or in system communications, and facilitating many administrative tasks. Care Systems’ software has significantly added both financial and operations benefits to our hospital. Absenteeism management and Overtime control with Executive real-time Business Intelligence Dashboard’s have helped me and Nursing departments a lot. Care Systems delivered a rapid, smooth and successful implementation of Scheduling and Patient Acuity based on NHPPD/Census. Interfacing with KFSH-D HIS and Oracle ERP system was seamless and completely automated. Overall KFSH-D was pleased with the Care Systems performance and are happy to be a part of their initial success in KSA”

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