Medical Staff Scheduling Software

The Problem

Most medical scheduling software wasn't built to scale with a growing organization.

Building a schedule by hand means re-entering the same constraints every cycle, chasing down swaps and call-outs one at a time, and starting over when something changes. It's manageable at a small scale, but the same manual process takes longer and breaks down more often as an organization grows.

Building the schedule is overly time-consuming

Entering shifts, matching them to rules, and resolving conflicts by hand eats real time every single cycle. For most organizations, that adds up to 15 to 20 or more administrative hours spent on scheduling work each cycle, before the next one begins.

15 to 20+ admin hours per scheduling cycle

Trades and last-minute call-outs need constant follow-up

Without a self-serve system, every trade, release, or last-minute call-out means someone finding a replacement, approving it, and updating the schedule by hand. There is no clean way to handle it, so it lands on whoever is available.

Every change is a manual process

Manual scheduling wears on staff, and it shows up in turnover

Constant last-minute changes and unpredictable schedules take a toll over time. Losing even one high-demand specialty provider to burnout or frustration can cost a medical organization up to $750K to replace.

Up to $750K to replace one specialty provider

Our Approach

Scheduling, staff wellbeing, and coaching, all in one place.

As schedules get built and updated, Soonest tracks how they're actually playing out, and that insight points staff toward the right coaching before problems like burnout take hold.

For Your Admins

AI schedule building across every role and location

Automated trade, release, and call-out resolution

A dedicated human Schedule Assistant

Payroll and time clock in the same system

15+ hours saved

Per scheduling cycle

Soonest the platform

For Your Medical Staff

Preference-based scheduling

Trade, release, and call-out requests handled without manual follow-up

Quick check-ins after each shift

Coaching tied to what's actually happening on the schedule

Turnover reduced

Staff who feel heard stay longer

Built Different

Most tools only build the schedule. Soonest also supports your people.

Built by medical teams

The team behind Soonest was frustrated by the same manual scheduling problems every medical organization deals with. Soonest exists because the people who built it lived the problem firsthand.

Software with a human behind it

Every client gets a dedicated, human Schedule Assistant who builds your setup, handles the details, and stays with you afterward, not just through go-live.

One platform, not five subscriptions

Scheduling, shift management, payroll, wellbeing data, and coaching live in the same system, so nothing gets tracked separately and nothing falls through the cracks.

The Platform

One platform for every department, every role.

From dependable AI-generated schedules to real-time wellness intelligence and targeted coaching, Soonest is built for the complexity of medical organizations.

AI Scheduling

Preference-based scheduling for your entire medical staff

Staff set preferences, admins set rules, and the platform handles the rest. Multi-department, multi-role schedules are resolved simultaneously.

Auto-generates medical staff schedules from templates and preferences
Cross-department scheduling so all locations resolve at once
Schedule Grade: the system rates fairness and constraint coverage
Draft, Review, Publish workflow with you always in control
Staff see exactly which preferences were honored and why

Shift Management

Trades, releases, and call-outs are handled without the admin work

There are three distinct workflows for shift changes. Your medical staff can self-serve through the platform, and you set whether admin approval is required.

Trade: 1-for-1 swaps, direct or organization-wide
Release: "I'd prefer not to work this, but I will if no one picks it up"
Call-out: last-minute illness with immediate admin notification
Open shift marketplace, allowing staff to post to a department or organization-wide
"Need coverage?" button connects to a staffing partner

Payroll & Clock

Clock in, clock out, and export to payroll. Done.

Time tracking is built directly into Soonest, allowing you to export directly to ADP, Paycom, Paylocity, or any payroll provider.

Clock in and out from mobile or desktop with geofencing
Automatic overtime and differential calculations
Export to ADP, Paycom, Paylocity, and others
Real-time hours tracking by department and location
Flag discrepancies before payroll runs

Pulse AI

Know how your medical staff is doing before turnover hits

Soonest sends your team a brief, 30-second end-of-shift check-in. Pulse AI surfaces burnout signals, safety flags, and at-risk staff, allowing you to act before it becomes a retention problem.

"How heavy was today?" 1 to 10 scale, voice or text response
Anonymous posting option
AI sentiment analysis, topic clustering, smart safety alerts
Predictive risk scoring by department and individual
Connected coaching recommendations for at-risk staff

Coaching

Targeted support driven by your organization's own signals

Pulse AI identifies what your medical staff needs and then coaching delivers it. From 1:1 burnout recovery to team-level facilitation and safety training, programs are recommended based on your team's data.

Burnout Recovery: 8-week 1:1 program for decompression and sustainable pacing
Resilience Training: stress management, mental health first aid, recovery skills
Team Dynamics: facilitation to rebuild trust, handoffs, and communication norms
Workplace Safety: training for aggressive patient encounters and escalation
Leadership: new manager foundations, executive development, and more

Coaching Programs

Recommendations powered by Pulse AI signals

AI Recommended

1:1 Coaching

Burnout Recovery

8-week program · Decompression, boundary setting, sustainable pacing

Team Seminar

Team Dynamics

Rebuild trust, handoffs, and communication norms across your organization

Course

Workplace Safety

Aggressive patient encounters, escalation protocols, rapid response

Team Seminar

Resilience Training

Stress management, recovery skills, mental health first aid

Common Questions

Frequently asked questions.

Soonest is the only platform that schedules every role, including physicians, nurses, and support staff, in one place. Unlike other scheduling software tools, Soonest also helps prevent burnout and turnover with Pulse AI, a feature that surfaces burnout risk before it becomes a retention problem. Every Soonest client also gets a dedicated human Schedule Assistant who handles setup and stays on for questions along the way.

Soonest doesn't handle protected health information, as scheduling, preferences, and shift data fall outside what HIPAA regulates. That said, Soonest is built following HIPAA-aligned security practices as a standard, even though that data isn't in scope. If your team needs a formal compliance review as part of procurement, your Schedule Assistant can walk through Soonest's security setup directly.

No download is required. Staff can set preferences, view schedules, and manage shifts from any browser, including on a phone. Soonest also has a dedicated mobile app available for iOS and Android for team members who prefer it.

Soonest usually takes 3 to 5 business days to implement, from data collection to your first published schedule. This only takes up about 4 hours of your team's time total, spread across a few short calls, and your Schedule Assistant handles the rest of the setup.

Yes. The solver is built around your organization's actual constraints, including cross-coverage rules, seniority-based preference weighting, specialty-specific requirements, and more. Hard rules and soft preferences are handled separately, so the system knows the difference between a hard constraint and a preference.

Medical staff scheduling software, built for every role.