Authored by Traumasoft

Technology has had a big influence in every industry, including in the crucial sector of emergency medical services or EMS. Thanks to innovations like EMS scheduling software, ambulance companies, hospitals, and other healthcare facilities are now able to provide faster, more efficient, and higher-quality services to patients.

However, it’s important to note that not every EMS scheduling software has the same features. Therefore, you should carefully evaluate your organization’s needs in order to find a solution that meets all your requirements.

That said, there are a few must-have features when it comes to EMS scheduling software. Here are seven crucial things to look for before you make the decision to purchase.

#1 Shift Trading

While shift trading is a common practice, especially for hourly workers, it can be difficult to manage. Without the right software solutions, you may end up losing track of who’s working a certain shift and end up making scheduling mistakes. This is obviously something you want to avoid in emergency medical work.

Thus, it’s important for an EMS scheduling software to have a shift trading feature. Find something that allows one-to-one, multiple, and team-wide requests. There should also be different levels of approval. For example, when both workers agree on the shift trade, the new schedule should be automatically implemented without further approval. Meanwhile, for bigger changes, a manager’s approval may be required.

#2 Automated Notifications

Your chosen EMS scheduling software should also have automated notifications and alerts. Make sure that users are able to configure what notifications to get and the frequency of notifications they want to receive. There should also be notifications for critical updates, such as the above-mentioned shift trading. Other activities that need alerts include new trip schedules, trip requests, delays, and cancellations.

#3 Full Calendar and Dashboard Viewing

To help your staff understand what’s happening in real time, you should look for EMS scheduling solutions with a complete view of the calendar and dashboard. This way, every person will know what’s going on and what resources are available on any given day or time.

To get a better calendar and dashboard view, it’s important that the scheduling software is integrated with the computer-aided dispatch system. This way, you’ll get a 360-degree view of the scheduling, which not only includes the staff’s schedule but also dispatch status and available resources.

#4 Rotation Assignments

An EMS scheduling platform should allow users to rotate assignments individually or in bulk. This ensures that every shift is properly staffed and able to effectively provide a requested service. Role differentiation can also prevent errors and confusion among staff. For example, someone who is assigned a “driver” role can only be chosen for “driver” slots or schedules.

There should also be different access levels for all users of the platforms. For instance, only those who are assigned as managers can directly create and approve schedules, but all employees can request time off, shift trades, or substitutions. This type of feature can prevent unauthorized changes in schedules. At the same time, this can eliminate unnecessary bureaucracy when it comes to internal procedures.

#5 Payroll Integration

It’s likely that you’re already using a wide variety of software, including payroll processing solutions. This makes an integrated EMS scheduling software the superior choice. Look for something that doesn’t just allow you to import and export files; rather, pick a product that can sync data across different departments instantly, usually available in all-in-one EMS software solutions.

Payroll integration can help prevent errors caused by manual data entry and adjustments. It also helps you save time processing and calculating pay.

Aside from payroll solutions, consider other services and APIs you’re using in your organization as well. You want an EMS scheduling software that you can connect with services like GPS solutions, billing partners, insurance verification, and the like. Integration capabilities allow your entire team to perform their jobs much more efficiently.

#6 Report Generation

Last but not least, your chosen EMS scheduling solution should have robust reporting features. These are crucial for evaluation, particularly when you audit your response performance and resource allocation. Using accurate data, you can objectively conduct individual and group assessments, spot areas for improvement, as well as make evidence-based decisions moving forward.


Using dependable EMS scheduling software can make you more competitive and increase your team’s efficiency and performance. Technological solutions are there to help you bridge gaps in your organization and help address issues that may otherwise be too tedious to handle the non-digital way.

With a hardworking team of emergency staff and reliable EMS scheduling solutions, you can continuously improve your services, increase profitability, and achieve your ultimate goal of providing quality emergency care.

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