Eliminate Last-Minute Scheduling Chaos: How Intrigma’s Call-Outs Feature Ensures Fast, Stress-Free Shift Coverage

Unplanned Absences Shouldn’t Disrupt Your Entire Schedule

In healthcare, sick calls are inevitable—but they don’t have to create chaos. Traditionally, when a provider calls out, schedulers scramble to find coverage, sending urgent texts, emails, and making phone calls—often leading to costly overtime and staff frustration.

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With Intrigma’s Call-Outs feature, healthcare organizations can automate the sick call process, ensuring immediate schedule updates, seamless communication, and faster shift coverage—without the stress.

What Is the Call-Outs Feature?

The Call-Outs feature is an integrated workflow within Intrigma’s scheduling platform that allows providers to report unplanned absences with a single tap. Once a provider calls out, the system:

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• Automatically updates the schedule, moving the provider to a designated "Sick Leave" shift.
• Reassigns the shift to an "Open Shift" placeholder, making it immediately available for other staff.
• Notifies eligible staff members that a shift is available for pickup.
• Allows staff to claim the shift, with the option for administrator approval or auto-approval.

This eliminates the need for manual outreach, back-and-forth calls, and scheduling confusion, ensuring faster and more efficient shift coverage.

Key Benefits of Intrigma’s Call-Outs Feature

1. Immediate Shift Availability for Coverage

The moment a provider reports a sick call, their shift is automatically converted into an open shift. This ensures that:

• Schedulers don’t have to manually update the system—the shift is reassigned in real-time.
• Available staff members can view and request to cover the shift instantly, reducing gaps in coverage.
• Workload distribution remains fair, ensuring patient care isn’t disrupted.

By automating this process, Intrigma helps reduce response time and improve staffing flexibility.

2. Seamless Communication Without Manual Effort

Before automation, schedulers and managers would need to text, call, or email multiple team members to secure coverage. With Intrigma’s Call-Outs:

• Notifications are automatically sent to relevant staff.
• Open shifts are visible on the schedule without additional emails or calls.
• Staff can pick up shifts directly within the system, reducing administrative workload.

This ensures that all scheduling changes are handled within a centralized platform, improving transparency and reducing the burden on administrative teams.

3. Reduction in Overtime and Last-Minute Staffing Costs

One of the biggest consequences of unplanned absences is last-minute overtime reliance. With the Call-Outs feature:

• Open shifts are posted immediately, allowing staff to claim them before overtime is required.
• The system prioritizes available staff members within normal working hours, reducing reliance on costly overtime pay.
• Shift tracking ensures that frequent call-outs can be monitored, preventing scheduling abuse.

By addressing call-outs proactively, hospitals and clinics can significantly lower unnecessary labor costs.

4. Full Visibility for Schedulers & Leadership

Intrigma’s Call-Outs feature isn’t just about shift coverage—it also provides actionable data for leadership:

• Real-time reports track who is calling out and how often.
• Audit logs show when a call-out was made and when coverage was secured.
• Administrators can set rules and thresholds for monitoring excessive absences.

With this level of transparency, healthcare organizations can identify staffing trends, prevent coverage issues, and maintain fair scheduling practices.

How It Works: The Call-Out Process in Action

1 - A provider initiates a Call-Out via the Intrigma mobile app or web platform by selecting their shift and marking it as unavailable.
2 - The system instantly updates the schedule, moving the provider to a designated Sick Leave shift.
3 - The shift is reassigned to an "Open Shift" placeholder, making it visible for eligible staff to pick up.
4 - Notifications are sent to relevant staff members, allowing them to claim the shift.
5 - Schedulers can approve shift pickups manually or enable auto-approval for seamless coverage.

The Bottom Line: A Smarter, Faster Way to Manage Absences

Intrigma’s Call-Outs feature transforms the way healthcare organizations handle unplanned absences. By automating shift updates, improving communication, and reducing administrative workload, hospitals and clinics can:

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• Save valuable time for schedulers and administrators.
• Improve shift coverage without disrupting patient care.
• Lower labor costs by reducing overtime reliance.
• Increase workforce flexibility and scheduling transparency.

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With unplanned absences no longer creating unnecessary chaos, healthcare teams can focus on what truly matters—delivering exceptional patient care.

Learn More

Is your organization still handling sick calls manually? See how Intrigma can streamline your scheduling process and reduce operational stress.