Case Study: End-to-End Scheduling, Credentialing & Payroll System for a Multi-Facility Physician Staffing Company
Overview
We partnered with a physician staffing firm managing over 100 contracted doctors across 30+ hospitals and clinics. Legacy tools — including spreadsheets and a basic scheduling app — couldn’t scale to meet growing credentialing, compliance, and coordination demands.
Disjointed systems created operational silos, inconsistent data, and high administrative overhead.
We delivered a secure, centralized staffing platform for scheduling, credentialing, documentation, payroll, invoicing, and communication — accessible by both administrators and physicians via mobile or desktop. The solution significantly reduced administrative time, improved compliance, and enabled accurate, contract-based billing.
At a Glance
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👨⚕️ 100+ physicians across 30+ hospitals and clinics
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📆 Automated multi-site scheduling with real-time physician availability
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🧾 Self-reported time and automated payroll aligned to contracts
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💰 Facility invoicing based on schedules, contract terms, and time worked
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✅ Credentialing management with automated expiration alerts
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📱 Mobile-optimized portal for physicians and administrators
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🏥 Facility portal for credential access, notes, and document sharing
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✉️ Automated email & SMS notifications for shifts, credentials, PTO, and more
❓ The Challenge
The client operated with:
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Manual spreadsheets and disconnected scheduling tools
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Communication gaps between departments, facilities, and staff
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No unified platform for scheduling, credentials, payroll, or invoicing
As physician volume increased, so did operational inefficiencies:
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Complex scheduling across multiple facilities was time-consuming and error-prone
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Variable contracts couldn’t be supported in legacy payroll tools
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Credentialing workflows were fragmented, risking noncompliance
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No PTO system, time-tracking workflow, or mobile self-service portal
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Inconsistent physician naming caused billing mismatches and time-consuming reconciliation
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Facilities were billed manually — with no connection to actual shifts or contract terms
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Administrative overhead increased with each payroll cycle due to lack of system alignment
🛠 The Solution
We engineered a custom, web-based platform for managing the full physician staffing lifecycle — including scheduling, credentialing, PTO, communication, payroll, and billing. Built for healthcare staffing, the solution centralized all workflows into a single, secure system.
🔧 Key Features Delivered
🗓 Multi-Site Scheduling Engine
- Intelligent facility-aware scheduling with conflict prevention
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Real-time physician availability input
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Recurring, on-call, short-term, and urgent shift support
✅ Credentialing & Compliance
- Centralized credential repository for licenses, DEA, insurance, and more
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Upload portal for physicians to manage their own documents
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Automated renewal tracking and expiration alerts
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Credential dashboard with filters for expired, upcoming, and overdue documents
💰 Payroll & Facility Invoicing
- Physicians self-report arrival/departure via a calendar interface
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Real-time payroll built on contract templates (hourly, shift-based, on-call, overtime)
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Admins can review and adjust hours before approval
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Auto-generated invoices sent to each facility, aligned with billing cycles and contract types (e.g., cancellations, overtime, monthly billing)
🧑⚕️ Physician Portal (Mobile-Optimized)
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Submit time, update credentials, manage availability, and view schedule
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Accessible across devices: mobile phones, tablets, and desktops
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Self-service tools reduced administrative follow-up and increased accountability
🏥 Facility Portal
- Facility staff can view physician credentials, schedules, documents, and history
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Add searchable internal notes with timestamps
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Collaborate directly with staffing team for faster decisions
📣 Communication & PTO Management
- Physicians can request PTO through a built-in calendar form
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Automated alerts notify relevant staff for approval
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System alerts physicians when PTO is approved or denied
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SMS and email alerts for scheduling, credentialing, and time-off updates
📊 Reporting Suite
- Dynamic reports for payroll, credentialing, scheduling, PTO, and billing
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Export-ready formats for accounting, audits, and operational reviews
🚀 Results & Impact
- 📉 75% fewer manual scheduling corrections
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🧾 Accurate, self-driven payroll built from physician time logs and contract rules
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💰 Automated invoicing tied directly to physician activity and billing contracts
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✅ Credential compliance maintained across all providers and sites
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📱 Improved physician engagement through mobile self-service
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⏱ Faster staffing decisions with real-time data access and facility collaboration
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💼 Scaled to 100+ physicians across 30+ sites with no additional admin headcount
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📊 Full visibility into key metrics with real-time operational and financial reports
