Kenora District Homes

Company Overview

Kenora District Homes is a Long-Term Care organization located in Northwestern Ontario with 3 locations. They provide 24-hour nursing care to their residents. Their mission is “Enriching the lives of those we serve.”

Challenges

Relying on manual callouts and paper-based employee schedules, Kenora District Homes has struggled to fill open shifts, often resulting in wasted administration time and staffing inefficiencies.

Wasted Administrative Time
Administrators were spending 40 hours or more a week at each location scheduling and filling in available shifts manually through phone calls and texts, thus taking them away from other important duties.

Staffing Inefficiencies
The timeliness of the callouts put Kenora District Homes risk for critical shifts to remain unfulfilled and requiring costly overtime and agency usage.

Solution

Kenora District Homes selected Flex’s scheduling and callout platform to provide accessible schedules and automatically share and fill their shifts with staff while following company staffing policies. This has helped reduce admin time spent on filling shifts, provided tracking and reporting on staffing compliance, and provides a simple and easy-to-use platform for staff.

Improved Time Management
Automated callout has allowed Kenora District Homes’ administrative staff to create and share open shifts with their internal staff in under 30 seconds, without the need to call or text staff.

Staff receive notifications on their phones via the Flex app where they can accept the shift or leave it, or view other shift opportunities across their location, which creates the flexibility to work additional hours if they want to do so.

Overtime Management
Flex’s scheduling module provides an opportunity for Kenora District Homes to input staff schedules and make edits when changes occur. The scheduling module has the ability to incorporate daily and weekly overtime thresholds to better manage automated callouts and prioritize staff that won’t be put into overtime.

Enhanced Employee Experience
Flex’s app is very user friendly. Team members can review their schedules and accept shifts fast which removes the available shift from everyone’s device.

Results

• 81% internal staff shift fulfillment
• 81% employee engagement among the frontline staff
• 41% reduction of administration time from eliminating manual callouts and scheduling staff
• Increased employee experience and adoption
• Maximized internal staff utilization

Testimonials

“Staffing in all industries has become tremendously difficult. Working with Flex has simplified our scheduling needs in all three of our long-term care facilities. This program is very user friendly and cuts down on the traditional callout process, saving time to do what we love: enriching the lives of our residents. The Customer Success staff from Flex are very knowledgeable, friendly, and quick to provide assistance when needed. Kenora District Homes highly recommends Flex for your scheduling needs.”
— HR Manager/ Administrative Assistant, Kenora District Homes

“The customer service when starting to set up the system goes above and beyond to assist with an easy transition.”
— Scheduler at Northwood Lodge, Kenora District Homes

“I’ve been using Flex now with consistency since the middle of January 2023. I do really love the program as a whole. I have no issues with the automated callout, I love the new update with the call process. This really helps me when someone comes to question how a callout was done. I do thank you for your continued support and am grateful that I can reach out to you with any issues.”
— Scheduler at Pinecrest Home, Kenora District Homes