ICU scheduling for intensivists, APPs and nurses
Put the unit's intensivist, APP and nurse shifts on one schedule, day and night. Saving checks every assignment for role, overlapping shifts, minimum rest and approved time off.
Harbor Medical ICU
Sample department, minimum rest 10 hours
Week of Oct 12
Swipe the board sideways to see the whole week.
| Shift | Mon12 | Tue13 | Wed14 | Thu15 | Fri16 | Sat17 | Sun18 |
|---|---|---|---|---|---|---|---|
| Intensivist day07:00 to 19:00 | Stern | Stern | Stern | Stern | Stern | Stern | Stern |
| APP day07:00 to 19:00 | Obi | Reyes | Brennan | Ward | Martin | Obi | Reyes |
| Nurse day 107:00 to 19:00 | O'Brien | Herrera | Fischer | Khan | Russo | Castillo | Larsen |
| Nurse day 207:00 to 19:00 | Singh | Dubois | Murray | Doyle | Martins | Bergman | Wagner |
| Nurse day 307:00 to 19:00 | Bergman | Wagner | O'Brien | Dubois | Murray | Khan | Russo |
| Intensivist night19:00 to 07:00 +1 | Becker | Becker | Becker | Becker | Becker | Becker | Becker |
| APP night19:00 to 07:00 +1 | Ward | Martin | Obi | Reyes | Brennan | Ward | Martin |
| Nurse night 119:00 to 07:00 +1 | Castillo | Larsen | Singh | Herrera | Fischer | Doyle | Martins |
| Nurse night 219:00 to 07:00 +1 | Doyle | Martins | Bergman | Larsen | Singh | Dubois | Murray |
| Nurse night 319:00 to 07:00 +1 | Khan | Russo | Castillo | Wagner | O'Brien | Herrera | Fischer |
- Day
- Night
- APP
- Nurse
- Sample names. +1 means the shift ends the next morning.
The shifts in the ICU template
An intensivist, an APP and three nurses on every 12-hour day and night.
- An intensivist covers each 12-hour day and night, in blocks of 7 days on and 7 off.
- An APP works each day and each night.
- Three nurses work each day and each night, shared evenly across the unit's nurses.
| Shift | Group | Hours | Who works it |
|---|---|---|---|
| Intensivist day | Physician | 07:00 to 19:0012 hours | Same person all week |
| APP day | APP | 07:00 to 19:0012 hours | Shared by the team |
| Nurse day 1 | Nurse | 07:00 to 19:0012 hours | Shared by the team |
| Nurse day 2 | Nurse | 07:00 to 19:0012 hours | Shared by the team |
| Nurse day 3 | Nurse | 07:00 to 19:0012 hours | Shared by the team |
| Intensivist night | Physician | 19:00 to 07:0012 hours | Same person all week |
| APP night | APP | 19:00 to 07:0012 hours | Shared by the team |
| Nurse night 1 | Nurse | 19:00 to 07:0012 hours | Shared by the team |
| Nurse night 2 | Nurse | 19:00 to 07:0012 hours | Shared by the team |
| Nurse night 3 | Nurse | 19:00 to 07:0012 hours | Shared by the team |
Set it up in Capillary
- 1
Create the department
Name it, then set its time zone and minimum rest. When clocks spring forward, back-to-back 12-hour shifts leave 11 hours of rest, so a 12-hour minimum blocks that save.
- 2
Add the template
In Build schedule, pick ICU under Start from a department template. It fills an empty month with these 10 shifts a day, ready to assign.
- 3
Add your team
Add intensivists, APPs and nurses one at a time, or import them from a CSV file.
- 4
Assign the shifts
Filter the schedule to one group at a time. Only nurses can fill nurse shifts, and only APPs can fill APP shifts.
- 5
Publish
Everyone sees the published month, and each person can add their shifts to a phone calendar.
Every save is checked
Saving stops at the first assignment that breaks a rule and names the shift and the rule. Capillary checks role, overlapping shifts, the department’s minimum rest, approved time off and each person’s published shifts at their other sites in Capillary.
Example messages
- Nurse day 1: less than 10 hours of rest from Nurse night 2 on Oct 11.
- Nurse night 1: overlaps Nurse night 2 on Oct 14.
What it does not do yet
- Capillary does not staff to nurse-to-patient ratios, acuity or skill mix. You decide how many nurse shifts each day and night needs.
- It does not build the month for you. You choose who works each shift, and Capillary checks each choice.
What the scheduler does
The same features serve every department. Each has a short guide with a worked example.
- Every staff groupPhysicians, APPs, nurses, veterinarians, vet techs and therapists, with a filter for each.
- Rule checksRole, overlap, rest and time off, checked on every save.
- Drafts and publishingA private draft until you publish, with who published and when.
- Requests and time offDay requests and time off, sent before your due date.
- Shift preferencesFewest, ideal and most shifts, and how you rate each shift.
- TradesSwaps and giveaways, checked before anyone agrees.
- Sick callsAn open shift offered to the group, then backup.
- Two or more sitesOne account and one calendar link for every site.
- Roster CSVImport a roster from a spreadsheet and export the month.
- Hours trackerHours, nights and short rests from any calendar link.
- Shift analyticsYour hardest shifts, with the rest before each one.
- Free swap finderSwaps that work for both people, from your group's calendar.
Start your schedule
Create an account, add the ICU template and publish your first month. No credit card or patient data is needed.