Internal tool · public demo
RVSU Staff Portal
Complete scheduling, communication, and analytics platform for a 20-person medical office.
Five job functions, one integrated system. 100+ features for operational excellence.
Try a role:
Individual User Login
Role-based login system replacing shared PIN model with unique credentials per staff member. Includes secure password hashing and session management.
HR benefit: Ensures HIPAA compliance & accountability for all system access.
Password Management
One-time token-based password setup on first login with configurable TTL. Admin can trigger password resets for users. Secure password hashing.
HR benefit: Reduces unauthorized access risk & improves accountability tracking.
Two-Factor Authentication (2FA)
Optional SMS/TOTP-based 2FA with QR code generation. Recovery codes for account recovery. Admin can disable 2FA for account recovery.
HR benefit: Protects PHI & staff data from unauthorized access & breaches.
Login Rate Limiting
IP-based rate limiting and login attempt tracking. Protection against brute force attacks.
HR benefit: Ensures system security & prevents unauthorized access attempts.
Session Management
Automatic session expiration for security. Admin force-logout capability for security overrides. Active session tracking.
HR benefit: Maintains security posture & enables administrative control over access.
CSRF Protection
Flask-WTF CSRF protection on all forms. X-CSRFToken header for fetch requests. Security headers via Flask-Talisman.
HR benefit: Protects against malicious form submissions & cross-site attacks.
Internal Chat System
Departmental messaging (break room, off-topic channels) + peer-to-peer direct messages. Read receipt tracking. Searchable message history.
HR benefit: Improves team cohesion & reduces workplace isolation.
Push Notifications
Browser-based push notifications (Web Push API) with VAPID certificate integration. Opt-in/opt-out management. Alerts for schedule changes, messages, announcements.
HR benefit: Reduces missed communications & improves staff engagement.
Announcements System
Admin broadcast messages to all staff or specific departments. Priority levels and expiration dates. Read status tracking. Recurring vs one-time announcements.
HR benefit: Ensures consistent communication of policy changes & urgent updates.
Personal iCalendar Feed
RFC 5545 compliant iCalendar subscription URL per user. Subscribe in Outlook, Google Calendar, Apple Calendar, etc. Auto-updates when schedule changes.
HR benefit: Reduces schedule confusion & improves work-life balance planning.
Calendar Event Subscription
Subscribe to personal calendar in external calendar apps with automatic sync. Token-based secure access.
HR benefit: Enables seamless calendar integration across all staff devices.
Staff Directory
Searchable contact list of all staff by role. Display names, emails, phone numbers. Real-time availability status.
HR benefit: Improves internal communication & departmental collaboration.
Help & Documentation
Comprehensive help page with system documentation and feature explanations. Built-in training resource.
HR benefit: Reduces support requests & empowers self-service learning.
Comprehensive Audit Logging
Complete audit trail of all system actions. Searchable/filterable logs. Export to Excel/CSV. PHI-safe logging with automatic redaction.
HR benefit: Demonstrates healthcare compliance & creates defensible record of all system access.
Dashboard & Overview
Admin Dashboard
Real-time team status overview with today's assignments by clinic. Key metrics: coverage status (red/amber/green), pending requests, MA hours analysis, employment agreement status (under/on-target/OT risk).
HR benefit: Enables rapid decision-making & identifies issues at a glance.
Schedule Management (Core Feature — 20+ Constraints)
Automated Schedule Generation
Constraint-based algorithm generates optimal monthly schedules in seconds. Respects 20+ per-MA restrictions: preferred/forbidden clinics by day, hours limits, day availability, forbidden days, Payson restrictions, Provo-only periods, rural rotations, post-rural days off, weekly targets (38-44 hrs, 30-32 for JB), PM-only restrictions, SLC preference tracking. Generates 4+ weeks. Execution: seconds vs manual 20+ hours.
HR benefit: Reduces scheduling labor from 20+ hours/month to minutes; ensures fair rotation & coverage.
Schedule Override & Manual Edits
Click any cell to change MA clinic assignment, hours (0.5-24), or status. Add custom notes to assignments. Lock cells to prevent auto-regen overwriting. Full audit trail. Regenerate monthly schedules with one click. Batch regeneration for multiple months.
HR benefit: Handles last-minute staffing changes without regenerating entire month.
Coverage Gap Visualization
Real-time clinic staffing vs requirements. Severity indicators: Red (critical), Amber (minor). Detailed shortage tooltips. Visual heat map across all clinics.
HR benefit: Enables proactive staffing fixes before patient care is affected.
Availability Calendar
30-day ahead view of planned staff availability. Add notes and blocks. Pre-schedule availability to inform auto-generation. Highlight conflicts and double-bookings.
HR benefit: Improves forecasting accuracy & reduces scheduling conflicts.
PTO & Time-Off Management
PTO Request Review & Approval
Review employee PTO requests with date range and reason. Approve/deny with reason tracking. View PTO balance. Bulk approve/deny. Email notifications. Calendar integration.
HR benefit: Maintains transparency & prevents surprise absences from disrupting schedules.
Bulk PTO Entry
Enter PTO for multiple MAs in one form: pick shared dates, select MAs, add reason/note.
HR benefit: Reduces data entry burden during seasonal/holiday PTO waves.
PTO Balance Tracking
View YTD PTO used and remaining balance per MA. Track carry-over. Enforce accrual policy limits. Prevent overbooking.
HR benefit: Ensures compliance with PTO policies & accurate balance tracking.
Shift Management & Swaps
Shift Swap Approval Board
Review & approve/deny employee shift trade requests with audit trail. Filter by MA, date, clinic. Bulk actions. Email notifications. Automatic conflict detection.
HR benefit: Maintains scheduling integrity while respecting employee preferences & autonomy.
Shift Trading Marketplace
MAs release shifts for colleagues to claim. Eligibility checking (certifications, restrictions). Automatic approval/rejection based on rules. Track shift history.
HR benefit: Empowers staff scheduling autonomy & reduces admin load for manual swaps.
Attendance & Time Tracking
Attendance & Time Punch Tracking
Clock in/out records with geolocation verification. Punch notes (reason for being off-site). Verification workflow for flagged punches. Manual punch adjustment. Banked minutes tracking.
HR benefit: Ensures accurate payroll, detects time fraud, provides defensible time records.
Attendance Export
Export all punch records to Excel/CSV for payroll integration. Filter by date range, MA, clinic. Include geolocation data.
HR benefit: Streamlines payroll processing & ensures accurate time tracking records.
Hours Tracking & Analysis
View YTD hours per MA, monthly totals, under/on-target/OT risk status with trend charts. Identify MAs approaching overtime. Track average hours per week.
HR benefit: Ensures employment agreement compliance & identifies staffing needs.
Labor & Financial Analysis
Labor Cost Analysis
Calculate actual labor costs by clinic, MA, and month with drill-down analysis. Export to Excel. Compare budgeted vs actual. Payroll export with all required fields.
HR benefit: Demonstrates cost control to CFO & identifies high-cost clinics for optimization.
Staff & Clinic Management
MA Roster Management
Add/edit/deactivate staff with roles, certifications, hourly rates, emergency contacts. Track start dates and employment status. Store medical certifications.
HR benefit: Maintains accurate payroll data & ensures emergency contact information is current.
Physician & Provider Management
Manage provider credentials, specialties, and on-call schedules with coverage tracking. Track provider availability. Assign providers to clinics.
HR benefit: Ensures appropriate provider-clinic assignments & maintains 24/7 on-call coverage.
Fixed Schedule Templates
Default weekly template for staff. Weekly editor starts with fixed template. Apply as baseline before auto-generation. Override for specific weeks.
HR benefit: Enables consistent baseline scheduling with flexibility for exceptions.
Staff Availability Preferences
Track per-MA preferred/forbidden days and clinics. Track seasonal restrictions. Note temporary unavailability windows. Inform scheduling algorithm.
HR benefit: Respects employee preferences while maintaining operational efficiency.
Clinic Configuration
Edit clinic names, hours, required MA staffing, geographic locations. Add new clinics as practice grows. Set operational hours.
HR benefit: Allows system customization as clinical operations expand or change.
Clinic Staffing Requirements
Define required MA count per clinic per day. Set minimum coverage thresholds. Configure part-time vs full-time expectations by clinic.
HR benefit: Ensures optimal clinic coverage & patient care quality standards.
Demand Forecasting & Analytics
Demand Forecasting & Assignment
AI-assisted assignment recommendations based on appointment demand predictions per clinic. View forecasted patient volume. Get suggested MA assignments. Manually override. Track forecast accuracy.
HR benefit: Optimizes patient flow by matching staff to demand & reduces patient wait times.
Analytics & Reporting
Monthly charts of clinic throughput, no-show rates, MA hours, billable minutes. Drill-down by clinic, provider, MA. Export analytics. Year-over-year trends.
HR benefit: Demonstrates operational performance & identifies improvement opportunities.
Rural Clinic Management
Rural Clinic Assignments
Manage quarterly rotations to Roosevelt, Richfield, and Price clinics with fair distribution. Ensure equitable distribution of rural duty. Set mandatory post-rural day-off.
HR benefit: Ensures equitable distribution of rural duty & maintains staffing at rural locations.
Rural Rotation Tracking
View upcoming rural rotations, current assignments, and historical rotation data. Identify which MAs are due for assignment. Track rotation completion.
HR benefit: Ensures fair and transparent rural duty assignment process.
System Administration
Admin Settings & Security
Configure password policy, 2FA requirements, email settings, force-logout. Set session timeout thresholds. Enable/disable features. Manage security policies.
HR benefit: Maintains security posture & enables administrative control over access.
Admin 2FA Management
Setup TOTP for admin accounts. Generate and test recovery codes. Disable 2FA for account recovery.
HR benefit: Protects admin accounts with strongest available authentication.
Force Logout
Immediate session termination for security incidents. Log all forced logouts with reason.
HR benefit: Provides emergency access control for security incidents.
Communications & AI
Announcements & Internal Comms
Broadcast messages to all staff or specific departments with read status tracking. Set priority levels and expiration dates. Recurring announcements.
HR benefit: Ensures consistent communication of policy changes & urgent updates to all staff.
AI Scheduling Assistant
Chat with AI for schedule recommendations, coverage analysis, scheduling edge-case solutions. Natural language interface.
HR benefit: Reduces cognitive load when solving complex scheduling puzzles & accelerates planning.
After-Hours Call Assignment
Track on-call provider, log emergency consults, maintain 24/7 patient access records. Queue system for incoming calls. Escalation rules. Call logging.
HR benefit: Ensures continuous patient access & provides defensible audit trail for after-hours care.
MA Dashboard
At-a-glance view of today's assignments, current status, two-week look-ahead. Current clinic assignment with hours. Upcoming shifts for next 2 weeks.
HR benefit: Reduces shift confusion & improves punctuality from clear daily orientation.
One-Tap Clock In/Out
Kiosk and mobile clock in/out with live timer. Geolocation verification for security. Banked minutes tracking. Punch notes for off-site work.
HR benefit: Eliminates manual timesheets & provides real-time, fraud-resistant payroll data.
Personal Schedule View
See full month schedule at a glance with clinic assignments, hours, and PTO blocks. Week-by-week breakdown. Color-coded by clinic. Downloadable/printable.
HR benefit: Enables advance planning & prevents schedule conflicts from poor visibility.
Two-Week Look-Ahead
Focus view of next 14 days with daily clinic assignments, hours, and any notes. Quick reference for upcoming shifts.
HR benefit: Enables quick reference and advance planning for nearby shifts.
Time Off Request Submission
Request PTO with date range, reason, see approval status in real-time. Track request history. Receive notifications. View personal PTO balance.
HR benefit: Enables employee input on scheduling & improves work-life balance confidence.
Shift Trade Requests
Propose swaps with specific colleagues. Accept/decline requests from others with admin approval workflow. Track trade history.
HR benefit: Enables employee autonomy while maintaining scheduling integrity.
Shift Marketplace — Release & Claim
Release unused shifts for colleagues to claim or browse and claim available shifts from colleagues. Eligibility checking. Accept/decline claim requests. Track marketplace activity.
HR benefit: Provides scheduling flexibility & empowers staff to control their income.
Monthly Hours Tracking
View YTD hours, current month status (under/on-target/OT risk), trend analysis. Compare to employment agreement targets. See OT risk warnings.
HR benefit: Improves financial transparency & enables proactive discussion about income/scheduling.
Team Chat
Departmental messaging (break room, off-topic) and peer-to-peer direct messages. Quick coordination with colleagues. Search message history.
HR benefit: Improves team cohesion & reduces workplace isolation.
After-Hours Availability
Log when willing to take after-hours calls. Opt-in/opt-out of on-call rotation. View on-call schedule. Receive notifications for after-hours call requests.
HR benefit: Provides flexibility for emergency coverage while respecting work-life balance.
Reception Dashboard
Scheduled arrivals, in-process patients, today's completion status at a glance. Patient flow visualization. Real-time status updates.
HR benefit: Reduces shift confusion & provides clear workflow orientation.
Departmental Schedule
View full reception team schedule to coordinate coverage and break times. Identify gaps. Plan shift swaps with peers. Visualize coverage.
HR benefit: Improves shift-swap discussions & reduces scheduling conflicts.
Personal Schedule View
See individual schedule with shift times and assigned tasks. Plan around your shifts.
HR benefit: Enables employee visibility into their schedule.
Team Chat
Departmental messaging and peer-to-peer messages for shift coordination. Quick questions during patient flow.
HR benefit: Improves team communication during busy patient flow.
Time-Off Requests
Request PTO with approval workflow. View approval status. Track PTO balance.
HR benefit: Enables employee time-off planning with transparent approval process.
Time Punch
Clock in/out for attendance tracking. Geolocation verification. Punch notes.
HR benefit: Ensures accurate attendance tracking for payroll.
Billing Dashboard
At-a-glance view of claims queue size, aging AR, and month-close checklist status. Quick prioritization of work.
HR benefit: Enables rapid prioritization of work and demonstrates process efficiency.
Departmental Schedule
View full billing team schedule for coverage planning and break coordination. Plan shifts. Identify staffing needs.
HR benefit: Enables scheduling flexibility & improves team coordination.
Personal Schedule View
See individual schedule with shift times and assigned tasks. Plan around your shifts.
HR benefit: Enables employee visibility into their schedule.
Team Chat
Departmental messaging and peer-to-peer messages for claims coordination. Coordinate on multi-party billing issues.
HR benefit: Improves team communication during complex billing issues.
Time-Off Requests
Request PTO with approval workflow. View approval status. Track PTO balance.
HR benefit: Enables employee time-off planning with transparent approval process.
Time Punch
Clock in/out for attendance tracking. Geolocation verification. Punch notes.
HR benefit: Ensures accurate attendance tracking for payroll.
On-Call Now
See who's on-call, since when, next handoff time. Current provider contact information. At-a-glance current on-call status.
HR benefit: Ensures clear on-call responsibility & enables handoff coordination.
Last 24h Consults
Patient, site, summary, follow-up notes for recent emergency consults. Quick reference for continuity of care. Handoff notes.
HR benefit: Ensures continuity of patient care & facilitates provider handoff.
Direct Lines
After-hours, hospitals, other RVSU providers contact information (tappable links). Quick access to critical contacts.
HR benefit: Enables rapid access to emergency contacts & facilities.
On-Call Schedule
View full on-call rotation schedule for next 30 days. Handoff notes from previous on-call. Contact information for current on-call.
HR benefit: Enables advance planning for on-call duties & provider coordination.
100+ Features
Complete operational platform for scheduling, communication, and analytics across five job functions.