Wooster Community Hospital (WCH) is a 173-bed, full-service, acute-care facility serving the residents of Wayne County, Ohio.Recognized ten times as one of the “100 Top Hospitals in the U.S.” by PINC AI/Fortune magazine, WCH offers a complete range of inpatient and outpatient services, including cardiovascular services, comprehensive cancer care, advanced imaging services, total joint replacement, rehabilitation, ambulatory surgery center, walk-in care clinic, pharmacy and much more.
The ADP team was awesome. It was very obvious early on that they knew what they were doing and were more than competent, but more importantly, they had the right attitude. […] It never felt salesy. It really felt like, ‘We have an opportunity here and here’s how we can help.’ Instead of telling us, they kept showing us different ways to meet our needs, and that ultimately set ADP apart.
Danielle Bender,
Benefits Coordinator
Wooster Community Hospital
| Challenge | ADP Capability | What We Did | Result |
|---|---|---|---|
| Siloed, outdated systems made it difficult for employees to view attendance records, hours, and accrued PTO, creating manual work and related issues. | ADP Workforce Manager | Implemented ADP Workforce Manager with the ADP mobile app so employees could instantly view hours, access PTO balances, request time off, and use automated attendance tracking. | 98% of WCH’s people can instantly view their hours, access PTO balances, and request time off from their phones; paper-based processes were eliminated; transparency and accuracy improved. |
| ACA compliance tracking was a tedious manual process. | ADP Workforce Manager | Used Workforce Manager to monitor compliance status, watch potential penalties, and view and prepare Form 1095s ahead of year-end. | WCH reduced compliance risk and saved countless hours of work. |
| Employees lacked visibility into their own personal information, which created confusion. | ADP Workforce Manager | Provided employees with the same view of personal information as HR through Workforce Manager self-service access. | Confusion was eliminated, trust improved, 99.6% of employees have access, and mobile adoption reached 84.3%. |
| Nurse scheduling and overtime tracking were difficult without a real-time view of training and certifications. | ADP Workforce Manager | Provided real-time scheduling, shift swapping, and a comprehensive view of nurse training, certifications, and cross-training. | Scheduling became much less time-consuming, nurses could manage shifts more effectively, and overtime was reduced by $636K versus the prior year. |
| Obtaining essential employee data required running reports, exporting to Excel, and manually filtering data. | ADP Workforce Manager | Centralized workforce data in the Workforce Manager dashboard with immediate access to nurse staffing statistics. | WCH eliminated the need to pull information from multiple sources and gained immediate access to full-time and PRN nurse counts. |
| WCH needed an implementation partner that understood its needs and provided responsive, knowledgeable support. | ADP Workforce Manager | ADP’s implementation team provided knowledgeable, after-hours, consultative support and showed multiple ways to meet WCH’s needs. | ADP differentiated itself through responsive, non-salesy service that addressed WCH’s organizational needs. |
A better way to manage PTO
Healthcare professionals know a thing or two about challenges. For the HR team at WCH, the challenge has been siloed, outdated systems. Managers tracked absences in separate spreadsheets, leaving people without a simple way to view attendance records or accrued paid time off (PTO). Basic tasks like pulling employee lists were difficult. These inefficient systems created issues with the Ohio Public Employees Retirement System (OPERS). OPERS’ calculations are based on credited service hours. Because people couldn’t access their hours, they couldn’t calculate their PTO.
To solve the problem, WCH implemented Workforce Manager by ADP. With the ADP mobile app, 98% of WCH’s people can instantly view their hours. They can access PTO balances and request time off right from their phones. Tedious paper-based processes were eliminated, and the automated attendance tracking improved transparency and accuracy. Benefits Coordinator Danielle Bender praised the efficiencies Workforce Manager brought to WCH. “We were using Kronos, and it lacked flexibility. We were bound by payrolls, so we couldn’t enter information about a pay change until it was time to run that payroll, creating challenges with effective dating. If we needed to change a person’s address, they needed to complete a 12-page document. 12 pages! We really needed to streamline processes.”
How can a hospital reduce overtime caused by outdated scheduling systems?
Hospitals can reduce overtime by giving managers a real-time view of staff availability, certifications, and schedule changes instead of relying on disconnected spreadsheets or delayed updates. Danielle Bender said real-time scheduling was a game-changer from a time-savings perspective, and the case study reports overtime was reduced by $636K versus the prior year. For hospitals with large nursing teams, better scheduling visibility can improve coverage decisions and reduce avoidable labor costs.
How does workforce management software help nurses swap shifts and stay scheduled appropriately?
Wooster Community Hospital used ADP Workforce Manager to simplify shift swapping and scheduling for nurses by showing each nurse’s training and certifications in one place. Workforce management software helps by showing schedulers the real-time qualifications and availability they need before making staffing changes. At Wooster Community Hospital, ADP Workforce Manager provided a comprehensive view of each nurse’s training and certifications, including whether someone was cross-trained, specialized in the ICU, or able to work as a float nurse. The system also let nurses see schedule changes and updates as they happened, which made shifts easier to manage. For healthcare organizations that depend on specialized labor coverage, this kind of real-time visibility supports safer and more efficient scheduling decisions.
How can healthcare HR teams simplify ACA compliance and Form 1095 preparation?
Healthcare HR teams can simplify ACA work by using workforce software that tracks compliance status continuously and surfaces potential issues before year-end reporting deadlines. Wooster Community Hospital reported that before ADP Workforce Manager, ACA tracking was a tedious manual process. After implementation, the team could stay on top of compliance status and potential penalties and view and prepare Form 1095s long before the end of the year. The case study says this automation reduced compliance risk and saved countless hours of work. For hospitals managing large employee populations, that kind of early visibility can make annual reporting much easier to control.
Why does implementation support matter when a hospital chooses a new workforce management system?
Implementation support matters because healthcare organizations often need configuration guidance, schedule coordination, and a partner that can adapt to operational realities instead of forcing a generic process. In the Wooster Community Hospital case study, Danielle Bender said ADP’s implementation team understood the organization’s needs, stayed on calls after hours, and never rushed the team off the phone. She also said ADP kept showing different ways to meet WCH’s needs rather than simply telling them what to do. For hospitals with complex staffing and compliance requirements, that kind of consultative support can make adoption smoother and increase confidence during rollout.
