Nijole Genyte Social Care Home in Lithuania has been taking care of the most vulnerable people since 1963. It’s a place where children and people with disabilities feel at home and receive the support they deserve.
However, caregiving is a difficult job that requires a lot of energy. That’s why administrative processes shouldn’t be the main resource where this precious energy goes.
To relieve the administrative burden of building staff schedules, generating timesheets, and making sure every resident’s care needs are met, the center partnered with OPTAS. Together, we tailored our automated employee scheduling software to their business and residential social care needs.
In just a month, the social care home
N. Genyte Social Care Home’s mission is to provide complete social care services to children and adults with learning and combined disabilities. The center strives to improve the quality of life and ensure more independence and integration in the community for its residents. It’s a challenging task when the center has to look after not only the residents, but also provide fair and satisfying working conditions and organized schedules for the social care staff.
N. Genyte Social Care Home employs over 140 team members responsible for different functions of the center and operates 24/7. It’s important that at any given moment, there is enough staff to cover the needs of the residents. The center has five departments across different building units. Before automation, each department manager was responsible for creating staff schedules by hand.
On top of building schedules, managers have to take into account that each employee works only the hours allowed by law, has enough breaks at the right time, and is assigned the right work area. In case a colleague gets sick or goes on vacation, other employees have to move between units, which used to make scheduling more chaotic, increase the chance of overtime, and make month-end accounting more complicated.
When the center chose OPTAS, their main goals were to:
We started working together at the beginning of 2024. The center’s representatives reached out to us to centralize and streamline employee scheduling. Because we had worked with healthcare organizations in the past we applied the setup designed for healthcare and adapted it to social care.
Employee training and the implementation followed a structured four-week process:
When implementing the OPTAS automated employee scheduling system, our main focus was to make the whole process of generating schedules much simpler, and that’s where we began.
This feature allows users to select work norms and rules, then automatically build schedules. based on them. This is the functionality that the care home relies on the most.
The center also benefits from the Lithuanian State Social Insurance Fund Board (SODRA) integration, which allows sick leave data to be imported and displayed directly in the timesheets.
OPTAS makes it easy for managers to plan employee shifts across multiple locations or units, with the flexibility to track an employee’s working hours either as one combined record or separately for different locations.
N. Genyte Social Care Home uses a cumulative method of tracking working hours across a 3-month period. OPTAS automatically divides planned work hours, gives visibility into hour balances, and allows managers to edit and move shifts without disrupting the entire schedule.
Administrators and staff can access OPTAS on a computer and on a phone via a dedicated mobile app. Before building schedules, employees can share their preferences and send requests for approval. Managers can also share schedules and schedule updates via email or through the app.
The National Common Functions Centre (an institution under the Ministry of Finance responsible for consolidating shared functions in the public sector) requires social institutions to submit timesheets in a specific format. OPTAS generates timesheets formatted to meet these standards, allowing the center to compile and submit working time records in just a few clicks.
Handling schedules of 140 employees is a challenge, especially when you have to ensure 24/7 operations and cover every resident’s care needs at all times. The right automation setup can turn that around.
Together we achieved:
N. Genyte Social Care Home set out to simplify employee scheduling and ended up transforming the way their entire team operates. What used to take five people now takes one, compliance errors are a thing of the past, and managers can focus their energy where it matters most: on the people in their care.
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