Care Scheduling Optimization with AI
Optimizes shift schedules based on availability, qualifications, labor laws, and client preferences. Reduces scheduling gaps and overtime.
At a glance
Up to 10 hours/week
time saving
Up to 7x within 4 months
expected ROI
Live in 4 weeks
from intake to production
GDPR-compliant
EU hosting & human-in-the-loop
Time savings and ROI are indicative and depend on your process, data and volume.
Before & after
From manual to automatic
Manual scheduling in healthcare costs your team significant time each week
- Planners must account for labor laws, qualifications, availability, and client preferences — a puzzle with dozens of variables.
- Last-minute sick leave causes stress and ad-hoc calling throughout the organization.
- Overtime and irregular shift pay run up unnecessarily because schedules are not optimally filled.
Smart schedules that keep both employees and clients satisfied
- Generates optimal schedules that account for labor laws, qualifications, availability, and fair distribution.
- When someone calls in sick, the agent automatically finds a replacement based on availability, distance, and qualification.
- Employees provide their own availability through an app; the agent processes this in real-time in the schedule.
- Monthly reporting on occupancy rate, overtime hours, and employee satisfaction.
Workflow
How it works
See how the agent moves through the process step by step — you stay in control of every decision.
Workflow in action
Care Scheduling Optimization · AI-powered schedule planning for care institutions
Get Availability
apiStep 1 of the automated process.
Apply Labor Laws
analysisStep 2 of the automated process.
Optimize Schedule
dataStep 3 of the automated process.
Handle Call-Outs
outputStep 4 of the automated process.
Generate Reports
apiStep 5 of the automated process.
0
Steps completed
5
Total steps
What it delivers
Less overtime, higher employee satisfaction
The agent continuously optimizes schedules and finds the best solution when disruptions occur, so planners can focus on exceptions.
less manual scheduling work
better staffing
faster coverage
Figures are indicative and depend on your processes and volume.
Integrations
Works with your software
Integrates with healthcare software, scheduling systems, and communication tools.
Healthcare & ERP
Scheduling
Communication
Frequently asked questions
Does the agent know all the healthcare labor laws that apply to us?
Yes, we configure the relevant labor laws (such as VVT, mental healthcare, and hospital CAO rules) with rest periods, maximum shift lengths, and shift differentials during setup. When regulations change, the rule set is updated so schedules stay compliant.
How does the agent handle client preferences?
Client preferences, such as a regular staff member, gender, or language preference, are treated as soft constraints. The agent always looks for the best possible match within the labor law rules, and planners can override a suggestion at any time.
What happens when an employee calls in sick at short notice?
The agent automatically searches for a suitable replacement based on availability, qualification, and travel distance, and proposes it to the planner. The planner can approve the suggestion directly or ask the agent to search again with different criteria.
What does this agent cost?
Standard agents like this one start from €2,500; a fully custom solution starts from €5,000. If you're not sure what fits your organization, you can start with the free AI scan to see where the biggest scheduling gains are.
How long does implementation take, and is the setup adjusted to our organization?
Implementation typically takes about 4 weeks. During that time we configure the labor laws, qualification rules, and communication channels that apply to your organization, so the agent reflects how your teams actually work.
How is our employee and scheduling data handled?
Data is hosted and processed within the EU, and we can sign a data processing agreement. The agent only processes the data needed to build and adjust schedules, in line with data minimization principles.
Which systems does the agent connect with?
It integrates with healthcare and ERP systems such as AFAS, Nedap Ons, PlanCare, Beaufort, and Unit4, with scheduling tools like Déhora, ORTEC, and Planday, and with communication channels including Microsoft Teams, WhatsApp Business, SMS, and email.
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You work directly with Erwin Berkouwer, founder of UnifyAI — no account managers or junior consultants in between.
Erwin has 8+ years of experience in data and AI (banking, retail, e-commerce) and applies the same AI automation internally that he builds for clients. Per project he brings in the right specialist from his network.
Read more about Erwin and the way we workGet started with Care Scheduling Optimization
Book a free 30-minute intake. We analyse your situation and put together a tailored proposal.