The success of Emergency Medical Services (EMS) goes beyond fast responses. It depends on coordination. EMS organizations need the right tools to ensure full preparedness during emergencies. This is where EMS scheduling software comes in. It helps streamline complex staff shifts, ultimately leading to faster response times and better patient care.
Here are five of the best EMS scheduling apps to help keep your team running smoothly.
Top EMS Software of 2024
1. TraxWorx
TraxWorx, developed by PharmLogs in 2016, is veteran-owned and built by first responders. This platform tracks controlled substances and fleet operations using digital tools. What sets TraxWorx apart is its smart label system and integration with 2D scanners, allowing easy inventory tracking and ensuring compliance with controlled substance regulations.
Key Features:
- Controlled Substance Tracking – Flexible tracking for every vial, utilizing smart labels to simplify inventory management.
- Asset & Operational Checkouts – Tracks maintenance and readiness of vehicles and alerts fleet services when issues arise.
- Inventory Management – A supply ordering system similar to an online store, complete with order fulfillment notifications.
- Fleet Tracking – Real-time GPS tracking of vehicle locations and telematics for better fleet management.
- Customizable Forms – Document daily, weekly, and monthly vehicle, equipment, and facility checkouts from mobile devices, automatically syncing with logs.
2. eSchedule
eSchedule is a cloud-based EMS and ambulance scheduling software that simplifies scheduling and timekeeping. It can be customized for organizations of any size, from all-volunteer services to large, paid EMS agencies. One of its differentiators is modular pricing, which lets you pay only for the features you need. eSchedule is also known for its 5-star customer support, making it a favorite among administrators.
Key Features:
- Flexible Scheduling – View, pick up, swap, or trade shifts from any internet-connected device.
- Accurate Timekeeping – Volunteers and employees can punch in and out digitally.
- Certification Tracking – Track unlimited certification types.
- Vacation and PTO Management – Manage vacation requests, PTO, and comp time easily.
- Secure Online Forms – Use customizable forms for rig and gear checks.
- Robust Reporting – Access all necessary information with comprehensive reporting tools.
- Group Messaging – Use email and text messaging features on the platform.
3. Aladtec
Aladtec, powered by TCP Software, is designed for mission-critical public safety agencies, including EMS, fire, law enforcement, and dispatch. It offers 24/7 rotational scheduling and communication features to help you manage complex shift patterns and staffing requirements. If you need an updated scheduling process, Aladtec can help you operate more efficiently.
Key Features:
- 24/7 Rotational Scheduling – Manage both simple and complex shift rotations, such as 24/48 and California Rotation, with the ability to schedule multiple years in advance.
- Real-time Edits – Drag-and-drop functionality allows for instant updates, ensuring employees have access to the most current schedule at all times.
- Coverage and Gap Visibility – Provides visual tools to proactively identify and fill staffing gaps while ensuring minimum requirements for EMS staffing.
- Self-service Options – Employees can manage their schedules through self-service tools, including submitting availability, requesting time off, and trading shifts.
- Built-in Communications – Messaging for shift updates, filling open shifts, and managing employee requests.
- Mobile Self-Service – Employees can access their schedules, trade shifts, and complete digital forms from any mobile device.
- Digital Forms – Access a library of over 200 pre-built forms, customize as needed, and automate alerts for form submissions.
- Compliance Monitoring – Automatically track minimum staffing requirements, fatigue rules, and work limits.
- Reporting and Analytics – Comprehensive reporting tools to analyze scheduling patterns, employee hours, and compliance records.
4. ESO Scheduling
ESO Scheduling is an online solution designed for EMS and fire departments. It provides essential features such as scheduling, time and attendance, certification tracking, and forms management. If you’re getting bogged down by administrative burdens, this might be the EMS software for you.
Key Features:
- Automated Scheduling – Automatically generates schedules, manages sick calls, fills open shifts, and allows for time off requests.
- Message Center – A communication hub for managers and employees that shows important communications upon login.
- Time Off Bank Automation – Automatically accrues and deducts vacation, sick, PTO, and comp time based on employee tenure.
- Overtime Management – In-app alerts notify managers when employees approach or exceed their hourly threshold.
- Holiday Pay Management – Automatically calculates holiday pay.
- Automated Certification Tracking – Keeps accurate records of certifications and licenses.
- Built-in Reporting – Access various dynamic reporting options for scheduling, timekeeping, payroll information, and employee data.
- Dynamic Dashboards – Quickly navigate to frequently used features with customizable dashboards.
- Online and Biometric Timeclocks – Employees can clock in and out easily, with biometric options for added security and accuracy.
- Quarantine Reporting – Flags employees as quarantined, prompts their removal from schedules, and shows quarantine status across the team.
5. UKG TeleStaff
UKG Telestaff is an automated scheduling and notification software for public safety organizations. With over 30 years of experience, the platform balances employee needs with job demands through rules-based automation, making it an ideal solution for complex scheduling challenges in fire, EMS, police, sheriff, dispatch, and corrections departments.
Key Features:
- Centralized Scheduling – Provides real-time updates and manages static schedules, rotations, and daily assignments from a central hub.
- Minimum Staffing Requirements – Utilizes features and roster alarms to maintain minimum staffing levels.
- Vacancy Management – Automatically fills open shifts with qualified employees, factoring in fatigue rules, previous hours worked, certification requirements, and established policies. Notifications are sent via text, email, or voice call.
- Skills and Certifications – Schedules employees based on required skills, certifications, qualifications, and availability in accordance with union and organizational policies.
- Bidding Management – Allows employees to bid on desired shifts, work locations, and days off. This feature also automates vacation time and overtime bidding.
- Extra Duty Events Module – An add-on for planning, staffing, tracking, and invoicing extra duty events such as parades, concerts, and athletics.
Effortlessly Integrate Faxing Into Your EMS Software With iFax
Fax integration into paramedic scheduling software or EMS systems ensures a consistent document flow without the need for traditional fax machines.
iFax’s programmable Fax API solution makes sending and receiving faxes within the EMS easier and ensures compliance with strict regulations such as HIPAA. Integrating iFax with your preferred EMS solution helps you send documents, communicate with team members, and record data efficiently, accurately, and effortlessly.
Simplify your EMS scheduling needs with the best EMS scheduling software and iFax.
