Overview

The Missouri Department of Health and Senior Services (DHSS) faced critical workforce management challenges during the COVID-19 pandemic. As staffing needs fluctuated dramatically, the department required an agile and scalable scheduling platform capable of efficiently managing hundreds of employees across varied healthcare environments, including temporary surge facilities.

Care Systems was selected to implement CareWare, a comprehensive workforce scheduling and deployment solution, to support Missouri’s statewide COVID-19 response operations.

Challenges

• Rapid deployment of staff to temporary COVID-19 facilities
• Manual scheduling processes lacking scalability
• Difficulty tracking time, attendance, and approvals for a large, mobile workforce
• Limited visibility into staffing coverage and gaps across multiple facilities
• Need for real-time reporting to support operational and compliance decisions

CareWare Implementation

CareWare was deployed rapidly to serve over 400 state employees, contractors, and volunteers. The system enabled centralized and compliant scheduling, supported dynamic shift assignments, and allowed leadership to oversee staffing across multiple emergency response sites.

Key modules and features deployed:

• Automated Scheduling Engine: Streamlined shift allocation based on skillsets, availability, and demand
• Time & Attendance Integration: Real-time tracking of hours worked and approvals for payroll accuracy
• Role-Based Dashboards: Operational oversight for leadership with data-driven decision-making
• Mobile Access: Field staff and nurses accessed schedules, received updates, and confirmed shifts via mobile devices
• Compliance Reporting: Ensured state-level tracking and transparency for audits and resource utilization

Outcomes

• Improved Staffing Efficiency: Decreased administrative burden with automated scheduling across hundreds of personnel
• Scalability: Enabled swift onboarding and scheduling for new responders as the pandemic evolved
• Data-Driven Oversight: Leadership gained actionable insight into staffing coverage and resource allocation
• Workforce Satisfaction: Mobile scheduling tools empowered frontline workers with transparency and flexibility
• Operational Continuity: Maintained consistent staffing levels and ensured adequate coverage during public health emergencies

Conclusion

CareWare helped the Missouri Department of Health and Senior Services modernize its approach to staff scheduling during a time of unprecedented pressure. With automated workflows, centralized oversight, and real-time visibility, CareWare continues to support DHSS in managing its workforce needs efficiently and effectively.