5 Benefits: Integrating Payroll with EMS Scheduling Tools

Many commercial companies easily use boxed resource management software such as ADP, Workday, and Paychex for their payroll and scheduling needs. However, EMS agencies need a more customized solution.

With industry-specific rules and requirements that call for robust scheduling software that integrates with their EMS payroll software, EMS agencies often find boxed solutions that leave them struggling to manage both an HRIS and ill-fitting scheduling software.

In the emergency medical services industry, the payroll department and scheduling department often deal with the same information, such as employee hours worked, overtime hours, time off accruals and, bank balances. Suppose your agency has purchased a payroll or HRIS solution but prefers to use a specific EMS tool for scheduling. In that case, it may be beneficial to integrate your payroll, scheduling, and timekeeping processes.

EMS agencies rely on many factors, such as cost-savings and increased productivity, when developing operational efficiency. Many agencies have turned to automation and integration between their payroll/HRIS systems and their scheduling and timekeeping software to achieve these goals.

Below are five ways that highlight how integrating your payroll system to an EMS scheduling software can create streamlined processes, reduce liability issues, save time and money, and increase accuracy.

1. One-Time Data Entry

When it comes to data entry, duplication affects productivity, efforts and accuracy, and the bottom line. Having to enter the same information for a single employee into two different systems not only takes twice as long but increases your risks of error and misalignment.

With payroll integration inside your scheduling software, management can update an employee’s information once, and the data is updated automatically in both systems. When duplication is eliminated throughout the organization, businesses have more time to focus on QI/QA projects, employee management, and resource management. These are all critical elements of success, especially in the EMS industry, where time is often a limiting factor.

2. Bridging the Communication Gap

When data like scheduling, time and attendance, employee profiles, and payroll data are all stored and managed through a single interface, communication, and teamwork throughout the organization is improved. Management can change the information in one area, and workflows can send out notifications to the affected employees and departments alerting them of this change. All areas in the database are simultaneously updated at once.

Additionally, using one system means users only need to learn one tool, leaving less room for error and confusion—no more workarounds and confusing processes differ between systems. Instead, communication becomes simple for both managers and users.

3. Generating Payroll Reports

EMS employee scheduling software allows management to generate reports on the information needed to pay employees, including time worked, time off, overtime, and special rates for holidays and individual bonuses. An additional feature in many EMS scheduling tools is the ability to approve/deny exceptions that can more accurately translate time worked from time scheduled.

The ability to automatically generate reports also allows you to track and manage overtime trends, payroll accuracy, and so much more. Managers can see progress with detailed, easy-to-read reports that give helpful historical perspective.

4. Employee Self-Service

When payroll is integrated with an HRIS that includes self-service options, employees can view their payroll information at their leisure. This allows them to check for accuracy, see how many hours will show on their paycheck ahead of time, and retrieve historical payroll data when needed.

These features give employees the freedom to have more control over their schedule, data, and pay. This also helps managers avoid lengthy debates over hours by using a transparent, self-service process that employees can view whenever they choose.

5. Verifying Payroll Accuracy

An integrated EMS scheduling solution closes the gap between scheduling, timekeeping attendance, and payroll. Utilizing a system that integrates scheduling information and automatically updates into payroll helps eliminate errors from manual or duplicate data entry and ensures accuracy. Fewer payroll errors mean fewer HR complaints and often lower turnover rates for in-demand positions.

ESO Scheduling Offers the Integration You Need

There is no more need to run different systems for HR and payroll; in fact, the benefits of combining the two functions are undeniable. ESO Scheduling software is designed specifically to offer EMS and Fire professionals a single system to manage scheduling, timekeeping, and payroll.

With ESO Scheduling, you’ll also gain more insight into your operations, with the ability to quickly run a standard payroll report or generate a payroll import file for more than 30 different payroll applications such as ADP, PayChex, or QuickBooks. Less duplication means fewer data entry errors and more efficient workflow for both your scheduling and payroll departments.

Watch a video now about the benefits of ESO Scheduling for EMS agencies.