Hospital in Perth Partners with RosterLab for Smarter Schedules

A leading tertiary hospital in Perth, has partnered with RosterLab to implement an AI-driven scheduling solution for its Acute Medical Unit (AMU) and Intensive Care Unit (ICU).

The move marks a significant step towards strengthening workforce flexibility, supporting clinical teams, and enhancing continuity of care in two of the hospital’s most critical departments.

Smarter Scheduling for a Demanding Environment

Prior to adopting RosterLab, the hospital relied on manual Excel-based schedules, a method common across healthcare but increasingly limiting for managing the high acuity, complexity, and rapid pace of modern clinical environments.

Manual scheduling methods can make it challenging to meet the evolving needs of high-acuity environments like AMU and ICU, which requires dynamic, fair, and efficient staffing solutions. These traditional approaches make it difficult to optimize workforce allocation, maintain equitable shift distribution, and respond swiftly to fluctuating patient volumes.

WA here means Western Australia. AMA here means the Australian Medical Association. The agreement references concern Australian doctors’ employment arrangements, not the American Medical Association or US employment law.

Like many healthcare organizations, the hospital faced the challenge of maintaining optimal coverage, supporting clinician well-being, and ensuring compliance with complex workforce agreements, including the WA Health System AMA Agreement.

Powering Faster, Fairer and Compliant Schedules

The new scheduling solution, implemented in March 2025, introduces a rule-based, highly flexible system tailored to the unique needs of acute and intensive care environments. RosterLab's platform enables:

• Automated compliance with industrial agreements and department-specific rules
• Complete 13-week schedules generated in under 30 minutes
• Flexible support for diverse shift patterns and team hierarchies
• Quick response to last-minute changes by rewriting schedules with minimal disruption
• Fair distribution of shifts for all staff
• Staff visibility into team leave to improve planning and work-life balance

The acute medical unit registrar (physician in specialty training) schedule is the first phase of the rollout, with expected completion of all schedules by May 2025.

Improving Well-being and Continuity of Patient Care

By modernising its scheduling practices, the hospital aims to strengthen continuity of patient care, support staff well-being, reduce administrative overheads, and enable a smarter balance of workload distribution. The implementation is particularly timely, given widespread industry challenges around clinician shortages and the need for sustainable scheduling practices.

“Ensuring clinical safety, optimising staffing levels, and enhancing work-life balance were key drivers for this initiative,” says Daniel Ge, scheduling specialist and co-founder at RosterLab. “With improved visibility over team availability and better integration of leave planning, staff can organise their professional and personal commitments with greater confidence.”

Safeguarding Scheduling Knowledge and Empowering Teams

The transition to RosterLab also addresses a common risk in healthcare scheduling - loss of institutional knowledge. By digitizing schedule logic and rules, the hospital is preserving critical operational expertise and ensuring consistent quality despite changes in schedule coordinators or administrators.

Early benefits already observed in similar healthcare settings include:

• Significant reductions in manual scheduling time
• Improved staff satisfaction
• Better continuity of care

The team at RosterLab is excited to be supporting this rollout with their scheduling solutions and looks forward to continuing to help the hospital optimize staffing, improve well-being, and enhance continuity of patient care across their critical services.

Facing scheduling challenges in your team? Get in touch to learn how RosterLab’s AI-powered scheduling can help - or book a demo today.