Planned Parenthood Case Study
Planned Parenthood of Orange and San Bernardino counties were becoming increasingly frustrated with their scheduling system. With their previous scheduling program, all nine locations would create their own schedule, and they would be collected from each center. Cynthia Morones, the Operations Manager, could see providers on eclinical works, but she could only view them day by day. A final version was compiled from all the locations; this process took about six weeks.
Planned Parenthood had multiple challenges with their legacy scheduling system. Scheduling time off would be emailed to the site manager, who would then have to send those requests to the Operations Manager in a timely manner to be implemented into the final schedule. This resulted in miscommunication between the site managers and the Operations Manager.
Reporting was also an issue for the Planned Parenthood organization; the IT department built a small dashboard, which was based upon entries from the health center managers. This was an inaccurate way to collect reports efficiently.
The team at Planned Parenthood of Orange and San Bernardino realized they needed a new scheduling solution. After researching six different vendors, they chose Momentum to schedule their nine locations and 150 staff members. The Planned Parenthood team appreciated the different options for roles and the lack of restrictions, along with the ability to run reports. They also loved the customized color coding options. “Color coding was very big for us. We liked that we use that functionality for health centers, roles, and professions,” said Morones.
Morones liked that she could modify and build templates, and by using demand templates created by the Momentum Project Management team, Planned Parenthood could easily build need-based schedules for each day.
The Momentum Project Management team worked with Planned Parenthood to incorporate their rules into the application. During this time, the team at Planned Parenthood received in-depth training on all the features within Momentum. This training covered how to create schedules, make manual edits, approve vacation/ time-off requests, integrate into third-party calendar systems and to access reports in real time. The implementation process took about four months. Planned Parenthood of Orange and San Bernardino started their implementation at a pilot site, and quickly expanded Momentum to the other eight sites.
After spending time with the Project Management team to get started, Morones and her staff quickly became self-sufficient in the application as both administrators and users. Once the implementation was complete, Morones said that the easiest part was being able to use Momentum. “When you see what you built, that’s when it’s the easiest to work with,” stated Morones.
Since implementing Momentum, the team at Planned Parenthood of Orange and San Bernardino counties now builds their schedule in less than 5 minutes. Momentum has already had an enormous impact on Planned Parenthood since its implementation in the fall of 2016. Using Momentum enabled the organization to have more control over vacation requests, scheduling more per diems, and managing the amount of per diems to reach out to for coverage.
Morones says that implementing Momentum gave her the ability to work on additional projects, and increased free time now that the schedule takes less time to manage and create.
By introducing Momentum Scheduling to the team at Planned Parenthood of Orange and San Bernardino counties, they significantly decreased their schedule build time, increased employee satisfaction and devoted more time to spend with patients.