Bringing Real-World Healthcare Simulations to Life — With Half the Scheduling Effort
At Atrium Health’s Carolinas Simulation Center, every session simulates real-world healthcare scenarios — from routine patient visits to high-pressure emergencies. But the more realistic the training became, the harder it got to manage behind the scenes.
Coordinating nurses, actors, training materials, and location logistics was eating up hours every week.
That changed when the team switched to Humanity Schedule.
The Challenge – High-stakes simulations, outdated scheduling
Every year, thousands of learners walk through the doors of Carolinas Simulation Center — part of Atrium Health — to take part in immersive, hands-on training. These sessions mimic everything from behavioral health emergencies to routine checkups and require specially trained actors and nurses, known as Simulated Participants (SPs), to bring them to life.
Coordinating this dynamic, skill-specific staffing fell to Simulated Participant Coordinator Leslie Nester.
That meant:
- Finding and scheduling qualified SPs for each scenario
- Sending training materials
- Managing call-offs and replacements
- Supporting simulation sessions across multiple Atrium locations
Each day brought a different mix of session types and staffing needs. Not every SP was qualified for every simulation, especially those involving behavioral health or clinical roles. Nester tracked it all manually using spreadsheets and email threads.
“I’d have to email out all the needs and then re-email the ones that weren’t booked,” Nester recalls. “Then I’d attach PDFs, follow up if they didn’t respond… It just wasn’t efficient.”
Lost emails and duplicate outreach became the norm. Managing changes or late cancellations took even more time. And because simulation work never stopped, the system needed to keep pace.
The Solution – A scheduling platform built for complex healthcare training
That all changed in April 2021, when the team adopted Humanity Scheduling, TCP Software’s intelligent employee scheduling platform.
With real-time updates, automated shift alerts, and skill-based filtering, Humanity Scheduling gave Nester the ability to build and manage a living schedule — one that adapts on the fly, not in a spreadsheet.
Saving time through smarter scheduling workflows
The impact was immediate. Nester cut her scheduling workload in half. She now builds schedules months in advance, posts open shifts, and lets SPs sign up directly in the system, all without sending a single manual reminder.
“Humanity has cut my time spent scheduling in half,” she said.
If a session repeats, she simply copies it, posts the shift, and moves on. SPs receive instant notifications, and Nester can focus on higher-priority work instead of chasing confirmations.
Keep SPs connected and informed
Communication has improved across the board. SPs now have access to real-time schedules and reminders. If someone needs to drop a shift, they can remove themselves from the schedule, and Nester is notified right away.
“All my workers have said how user-friendly it is. They can take themselves off the schedule if they need to, and I’m alerted immediately.”
Leslie Nester, Simulated PARTICIPANT Coordinator
That flexibility has helped reduce missed shifts, improve accountability, and eliminate the constant back-and-forth that used to slow everything down. Plus, paper trails and lost emails are a thing of the past.
Staffing with skill-specific sessions
Some sessions require SPs with advanced training, like registered nurses or actors certified to run behavioral health simulations.
Instead of combing through lists, Nester now filters her shift requests in Humanity Scheduling to show only qualified staff. The request goes to the right people, right away.
“We have sessions that require special training, and it’s so nice that I can send those requests without manually tracking everyone down. I know they’ve all been trained.”
Humanity Scheduling’s Training module also simplifies onboarding and role prep. Instead of sending PDFs via email, Nester now uploads them once through the Training module. SPs know exactly where to find their materials, and Nester no longer has to resend documents multiple times.
Results – Less admin, better coordination, stronger sessions
Since implementing Humanity Scheduling, Carolinas Simulation Center has:
- Cut scheduling time by 50%
- Improved shift visibility and communication
- Increased staffing accuracy for complex scenarios
- Simplified delivery of training material delivery
And if support is ever needed, Nester knows she’s covered.
“You were able to find a way to make it work for all our different needs and skills,” she said. “Customer service has been very responsive every time.”
Looking Ahead – Scaling simulation with confidence
With thousands of training sessions held every year, Carolinas Simulation Center plays a critical role in preparing healthcare professionals across the Atrium Health system. And as training programs evolve, the need for fast, flexible scheduling only grows.
With Humanity, Nester has a system that supports her team’s complexity and gives her the time to focus on delivering stronger sessions, not chasing spreadsheets.
Inspired by this customer story? Your team could see the same impact with the right tools in place.
TCP Software’s employee scheduling and time and attendance solutions have the flexibility and scalability to suit your business and your employees, now and as you grow.
From TimeClock Plus, which automates even the most complex payroll calculations and leave management requests, to Humanity Schedule for dynamic employee scheduling that saves you time and money, we have everything you need to meet your organization’s needs, no matter how unique. Plus, with Aladtec, we offer 24/7 public safety scheduling solutions for your hometown heroes.
Ready to learn how TCP Software takes the pain out of employee scheduling and time tracking? Speak with an expert today.
