82% Float Pool Growth and Saved Coordinator Time

The Challenge: Manual Processes That Couldn't Scale

Before summer 2026, Baptist Health coordinators managed every participant schedule manually across four Kentucky communities. Matching dozens of students to hundreds of shifts meant hours of spreadsheet work each week, with no single source of truth for departments, service line leaders, or participants.

Beyond scheduling complexity, Baptist Health needed a consistent operating model that could be adopted across multiple markets. Each location had developed its own processes for managing rotations, creating administrative burden for coordinators and limiting the program's ability to grow efficiently.

Manual collection and management of schedules resulted in double-booked shifts, constant back-and-forth emails, and administrative overload that consumed valuable coordinator time.
As demand for the float pool program grew each summer, the manual scheduling process couldn't keep pace with increasing participant numbers and shift requirements.
Limited visibility into schedule changes and no mobile access to real-time information often resulted in outdated schedules, communication gaps, and added frustration.

Leadership recognized that solving the challenge would require more than new technology. Success depended on aligning stakeholders, standardizing workflows, preparing market leaders for change, and ensuring participants and coordinators could confidently adopt a new way of working.

Case Study Overview

Discover how Baptist Health transformed their float pool program with Venn Workforce Optimization, achieving 82% growth in scheduled shifts while saving coordinators hours each week.

Background

Baptist Health operates a float pool program that places student participants into six-week clinical rotations across four Kentucky communities: Paducah, Corbin, LaGrange, and Hardin. The program connects participants with practicing physicians and leaders across multiple departments — a scheduling challenge that grows every year.

Challenge

Manual scheduling across multiple sites led to hours of spreadsheet work weekly, double-booked shifts, and the lack of a centralized, mobile-accessible scheduling system made it difficult to communicate last-minute changes, leaving participants and preceptors vulnerable to outdated schedules and missed updates.

Solution

Venn served as the program management lead throughout the initiative, bringing together market leaders, coordinators, and operational stakeholders to create a scalable scheduling framework before implementation began.

36 %

Participant Growth

82 %

Shifts Scheduled Increase

5 +

Hours Saved Weekly

100 %

Training Satisfaction Rate

Venn's Program Management Approach

Rather than simply deploying technology, Venn guided the organization through every phase of change, helping stakeholders adopt new processes and workflows while minimizing disruption during peak program planning season.

Key activities included:

Facilitating stakeholder alignment sessions across four markets
Defining and documenting standardized scheduling workflows
Coordinating participant and service line leader requirements
Developing a formal communications and change management plan
Creating customized training materials and role-based reference guides
Providing dedicated go-live leadership and hypercare support to ensure adoption and issue resolution

Client Testimonials

Hear directly from the coordinators who transformed their float pool program with Venn Workforce Optimization and Kimedics

“It saves hours of my time every week, allowing me to do other projects.”

Corbin Location

“So valuable! Honestly, this is what makes this program possible — it helps so much without having to run the program manually.”

Hardin Location

“A great organizational tool and a great support team behind it. They are quick to respond, update, and offer helpful solutions as things arise.”

LaGrange Location

How does the technology integrate with existing systems?

Kimedics is designed to integrate seamlessly with your existing workforce management infrastructure. Our platform configuration process includes data collection and system mapping to ensure compatibility with your current scheduling workflows, credentialing systems, and reporting tools. The phased implementation approach allows for smooth integration without disrupting daily operations.

What kind of training and support is provided?

Venn provides comprehensive hands-on training with customized reference guides tailored to your organization's specific workflows. Our implementation includes dedicated remote go-live support with a hypercare period to ensure smooth adoption. Post-launch, our support team remains available to address questions, provide updates, and offer solutions as new needs arise.

Can the solution scale with program growth?

Absolutely. Kimedics is built to scale with your float pool program as it grows. The platform handles increased participant volume, shift complexity, and multi-site coordination without requiring additional manual processes. Baptist Health successfully scaled from 965 to 1,759 shifts year-over-year while reducing coordinator workload, demonstrating the platform's capacity for growth.

How quickly can we expect to see results?

Results begin immediately after go-live. Coordinators typically see time savings within the first week as manual scheduling processes are eliminated. Baptist Health coordinators saved up to five hours per week from day one, while program growth and efficiency improvements continue to compound over subsequent months as stakeholders become more familiar with the platform.

What makes Venn different from other workforce solutions?

Venn takes a holistic approach to workforce optimization rather than offering transactional solutions. Our team understands the unique complexities of float pool management and clinical scheduling. We combine proprietary technology with customized strategies, dedicated program management, and real-time analytics to deliver sustainable ROI while reducing administrative burden and improving clinician satisfaction.

How Baptist Health Scaled Its Float Pool Program Without Adding Administrative Burden

A Venn Workforce Optimization + Kimedics technology case study