White Cliffe Terrace

Company Overview

For 20+ years White Cliffe Terrace has been offering inspired senior living in a warm, comfortable, and friendly atmosphere. A member of Verve Senior Living’s 32 care community network, they serve approximately 114 beds, offering a mix of assisted and independent living options.

Challenges

Relying on manual callouts and paper-based employee sign-ups to fill vacancies, White Cliffe Terrace struggled to fill open shifts, often resulting in wasted administration time, employee confusion, and staffing inefficiencies.

Wasted Administrative Time
For every vacant shift, reception would have to spend one to two hours manually calling staff, following seniority rules to find a replacement, often taking them away from their other duties.

Seniority Rules
Adhering to a seniority-based collective bargaining agreement, White Cliffe Terrace had to prioritize awarding open shifts to their most senior team members, adding complexity to the process of manual callouts and record keeping.

Staffing Inefficiencies
The timeliness of the callouts put White Cliffe Terrace at risk for critical shifts to remain unfulfilled and requiring costly overtime and agency usage.

Employee Confusion
Employees struggled to understand how shifts were being awarded and often required the administration to explain why they had not received a shift if they offered to fill a vacancy via paper-based sign-up.

Solution

Verve White Cliffe selected Flex’s callout platform to automatically share and fill their vacant shifts with their staff while adhering to collective bargaining agreements. Nearly eliminating all admin time spend on filling open shifts, simplifying the tracking and reporting on union rule compliance, and providing a user-friendly solution to all employees.

Improved Time Management
Flex’s automated callout solution empowered White Cliffe Terrace’s administrative staff to create and share open shifts with their available workforce in under 30 seconds while eliminating all manual calling.

Staff are simply notified directly on their phones via the Flex app where they can accept the shift or view other open opportunities across their facility, allowing them flexibility to work additional hours around their schedules.

Simplified Seniority Ranking + Audit Trail
Flex integrated White Cliffe Terrace’s union rules into the callout process guaranteeing that they were always following the collective bargaining agreement. Flex’s audit trail additionally allows the scheduler to view who has received the shift and when, and is available for detailed record keeping.

Enhanced Employee Experience
Flex’s app is simple and easy to use! Staff can accept shifts in seconds, removing the available shift from everyone’s device, and eliminating any confusion around shift awarding.

Results

• 80% reduction of administration time from eliminating manual callouts
• 78% employee adoption among the frontline staff and 100% adoption among administrators
• 74+ callouts shared every month with automated callout
• Boosted employee experience and happiness
• Maximized internal utilization

Next Steps

Verve Senior Living plans to roll-out Flex in all 32 locations to maximize their staff efficiency and shift fulfillment.

Testimonials

“Before Flex came into our facility, we had many challenges filling shifts because we had to physically call each staff person and wait for them to call us back and let us know if they are available. Since Flex has come, what a difference!”
— Office Manager, White Cliffe Terrace

“I like that Flex is very user-friendly and intuitive. It’s simple, it takes seconds to log a vacancy and within minutes you can see who’s seen the posting. It’s very user-friendly!
— Receptionist, White Cliffe Terrace

“We can see at a glance what shifts have gone out, what’s been filled, who’s picked up what. We know that the collective bargaining agreement is being followed and the seniority is being followed. It’s been really helpful!”
— General Manager, White Cliffe Terrace