Less Time On Admin, More Time for Care

Highlights

The Problem

Heart of the Valley Pediatrics started out with a cumbersome employee time and attendance tracking system. What they had in place was not user-friendly, they had no app to clock in or clock out, and there was no real visibility of team schedules or paid time off. Payroll preparation was a time-consuming, manual process, using spreadsheets.

When the newly appointed Practice Manager, Anna Pawley,  saw the gaps in their time tracking system, she made it her number one priority to find a better way to do things.

The Solution

Buddy Punch proved to be an intuitive and easy to use platform that made time tracking, employee scheduling, and PTO tracking feel effortless. The seamless integration with QuickBooks simplified payroll.

Onboarding was straightforward, and staff now had their time tracking system in the palm of their hands. Where scheduling and PTO were not easily accessible in the past, it was now visible to the entire team. The practice manager sets up the schedule annually in less than an hour and then spends 15 minutes a day in Buddy Punch to make sure operations run smoothly.

The Impact

Results:

About Heart of the Valley Pediatrics

Heart of the Valley Pediatrics is a small Medical Practice based in Decatur, Alabama. The clinic is committed to serving its community with compassionate, evidence-based care. They strive to create a welcoming environment for their patients, listening to each family’s needs, providing a trustworthy space for families as caregivers and stewards of a higher calling. They are a small team with hourly staff, consisting of 8 full-time staff and part-time RN’s who help on an as-needed basis.

The new Practice Manager noticed that time tracking at Heart of the Valley was tedious, with a system that required a lot of clicks before getting it to do what it needed to. In other words, the system was not easy to access, and it lacked visibility of PTO and Schedules for staff. Payroll was also an extremely manual process. It was a priority to look for a platform that could serve their needs better and save them time.

The Challenge

Before switching to Buddy Punch, Heart of the Valley relied on a system that was not user-friendly and took too up much time to manage.  The platform required a whole series of clicks to complete simple tasks. Employees found it difficult to access their accrued time off, and there was no mobile app for convenient time tracking.

As a growing pediatric practice, they needed a system that was a better fit for their day-to-day operations. Staff needed a way to track their time and clock in and out from their phones. Scheduling needed to be visible and straightforward to manage. Employees also needed a clear understanding of their time off accrual. Another important requirement was integration with QuickBooks Online to simplify payroll processing. The overall need was to reduce manual administration.

The Solution

After comparing a few different platforms, Anna found Buddy Punch the obvious choice. The platform met all the requirements on her list. Employees would be able to access their time tracking system via the intuitive mobile app. Scheduling would be visible and easy to manage, and Buddy Punch would easily integrate with QuickBooks Online.

“After comparing a number of things, Buddy Punch seemed like the obvious choice. It had an app that our employees could use on their phones to clock in and out, which was huge. I needed them to be able to have their time tracking system in the palm of their hand.”

Impact

Implementing Buddy Punch at the clinic simplified routine administrative tasks. Onboarding was quick and easy, and the staff adopted the new system with very little confusion. Employees have visibility into their schedules and PTO balances. The Practice Manager, Anna, spends only 15 minutes a day checking time cards and reviewing schedules.

Planning the annual schedule now takes less than an hour, and the colour coding system makes it easy to see who is available for shift allocation. Payroll preparation is no longer a manual process, with Buddy Punch’s seamless integration with QuickBooks, which has fast-tracked payroll preparation.

Through replacing the cumbersome time tracking system with a more intuitive solution, administrative headaches were reduced. The clinic can now spend less time on administration and more time on supporting staff in caring for patients.