We moved Noble TeleHealth's weekly provider scheduling out of two tools and into one Airtable base that one or two admins can run.
In Short
2
Tools replaced: JotForm and Workforce.com
4wks
Contract start to sign-off, in three milestones
1–2
Admins it was designed to be run by
100s
Providers loaded into it since launch
The Challenge
Providers sent weekly availability through JotForm, and the schedule was rebuilt from it by hand in Workforce.com. Noble wanted one place showing who hadn't answered and which hours nobody could cover.
How a week was scheduled before
One sample week, from Wednesday's request to the published schedule. Each square is one of next week's shifts; the number is how many providers can cover it.
/01Wednesday
Every active provider gets a form by email. No login.
/02Wednesday to Thursday
Each answer lands on next week's shifts as it comes in.
/03Friday morning
Sent on its own. Unusually low availability is flagged.
/04Friday
No one can cover Friday 3 to 6 PM; the admins are alerted.
/05Before the week starts
Each provider gets their own shifts. Late answers are flagged.
Sample week of 20 providers. Names are fictional.
The Provider's Week
Each week they get a form by email, then their own shifts once published. That is what lets one or two admins run the week.
Choose a step to see it
Inside the Base
Every shift, who is assigned and where the gap is, in one weekly view the admins publish from.
Friday 3 – 6 PM, flagged before anyone assigns.
Screens recreated with sample data. Every provider shown is fictional.
One screen shows who has answered, whether the hours are there, and what still needs someone before next week starts.
The Results
One Airtable base replaced JotForm and Workforce.com.
Providers only ever see a form and an email.
Uncovered hours show by day, before the week begins.
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