Efficient scheduling and attendance system for the ultrasound department under demand uncertainty during COVID-19

Abstract

Scheduling and attendance management present huge challenges for hospitals, and the importance of both has become more critical as resource limitations and overwhelmingly uncertain demand are becoming more evident, especially during COVID-19. Important variables and factors need to be considered. When managers address this problem, they either use a manual approach or invest in expensive commercial tools. We propose a simple and flexible system that requires no extra investment. This system was developed using Ding Talk, Microsoft Excel and Visual C#. Ding Talk was used to collect vacation applications and clock information. A VBA-based Microsoft Excel program was developed to schedule shifts. A Windows Forms Application based on Visual C# was developed to complete the workload and attendance statistics. We focused on the design and implementation of the module of schedule generation and attendance management. Using the practical data of the Ultrasound Department, we compared the time spent on scheduling and attendance before and after the system was established. The results demonstrate that the system is feasible and efficient. Its high flexibility enables managers to quickly modify the schedule and attendance statistics to achieve dynamic management when dealing with inevitable demand changes during COVID-19.