Top 7 Time Tracking Software for Healthcare Professionals

If we’re being completely honest, managing time tracking in healthcare can be a real headache. One small mistake and your system could cascade into payroll errors, compliance headaches, unhappy staff who never get to take PTO and questions from upper management about patient care quality.

Many healthcare organizations struggle with the unpredictable and demanding nature of their work environments. Balancing shift work, irregular hours, being on call, and even emergencies can quickly lead to administrative burdens and stress.

Trust me, having worked in healthcare for over 15 years, worst thing to have is burnt out nurses and disgruntled doctors. Patient care is what suffers the most.

Accurate tracking and managing of employee time, including attendance and hours worked, is a big part of avoiding these kinds of staffing issues.

As a manager, leader or HR professional in healthcare, you know the drill: complex schedules, strict compliance requirements, keeping staff motivated, optimizing patient care and the constant pressure to keep everything running smoothly.

The right time tracking software can be your secret weapon for mobilizing morale in your department, impressing leadership and, more importantly, protecting your organization (and your reputation) from costly mistakes.

The Winners

Healthcare organizations need specialized time tracker tools that match their unique requirements. From small clinics to large hospital systems, each facility type needs different features to manage staff time effectively.

We dove into the research, and here are the seven leading time tracking solutions, each excelling in specific areas of healthcare operations:

• Best for Healthcare Teams: Connecteam
• Best for Project-Based Healthcare Teams: Clockify
• Best for Remote Healthcare Teams: Hubstaff
• Best for Secure Healthcare Time Tracking: Jibble
• Best for Healthcare Analytics: TimeCamp
• Best for Healthcare Staff Scheduling: Deputy
• Best for Large Healthcare Organizations: Kronos (Now UKG)

Key Takeaways

• Healthcare time tracking software enhances patient care by automating administrative tasks and ensuring proper staff coverage through features like GPS tracking and facial recognition
• Essential features include HIPAA compliance, mobile access, offline capabilities, and integration with healthcare management systems. Time tracking apps play a big role in enhancing efficiency and ensuring compliance in healthcare.
• Different solutions serve specific needs: Connecteam for overall healthcare management, Clockify for project tracking, Hubstaff for remote teams, Jibble for secure tracking, TimeCamp for analytics, Deputy for scheduling, and Kronos for large organizations
• When choosing software, consider organization size, mobile workforce needs, security requirements, and budget constraints

Top Time Tracking Software for Healthcare Professionals

#1. Connecteam: Best for Healthcare Teams

If you’re juggling multiple facilities and a mix of onsite and home care staff – Connecteam gets it. This platform brings everything into one place, making you look like the efficiency expert who finally solved your organization’s time tracking headaches.

The real win? Your staff actually uses it because it’s simple, and your leadership team gets the detailed oversight they’ve been asking for. Connecteam is the ultimate time tracking tool for healthcare teams, addressing their diverse needs.

Key Features

• HIPAA-compliant security keeps patient and staff data safe
• GPS tracking confirms staff are at the correct patient locations
• Mobile clock-in/out with face recognition stops time theft
• Real-time alerts help managers respond to staffing gaps
• Automatic timesheet creation cuts admin work
• Payroll system integration (Xero, QuickBooks) speeds up payment processing
• Central dashboard shows all team activities at once
• Secure authentication through facial recognition
• Automated time entry system
• Emergency shift coverage management
• Digital handover forms and checklists
• Patient visit tracking and documentation

What’s Great for Healthcare Teams

• Quick setup gets teams running in minutes (your IT department will thank you)
• Simple interface means fewer training headaches
• Reliable tracking during patient visits keeps compliance teams happy
• Smart alerts catch missed check-ins before they become problems
• Mobile app works offline – perfect for those basement areas with no signal
• Handles complex healthcare schedules without breaking a sweat
• Keeps detailed records that make auditors smile
• Seamless management across facilities impresses regional directors
• Streamlines admin tasks so your medical staff can focus on patients

What’s Not Great

• Initial setup needs time to match specific workflows (plan for this in your rollout)
• Mobile app updates can occasionally disrupt daily routines
• Custom reports take time to build correctly (but worth it for leadership meetings)
• Some staff need extra training on features
• Advanced functions cost more (build this into your budget proposal)
• Limited resource planning tools

Pricing

The software uses a per-user monthly pricing model. The Basic plan ($29/month for the first 30 users + $0.50/month additional) includes essential time tracking, while premium tiers (Advanced $49/month + $1.50 and Expert $99/month + $3.00) add healthcare-specific features like HIPAA compliance and advanced reporting.

#2. Clockify: Best for Project-Based Healthcare Teams

Here’s why Clockify stands out if you’re managing project-based teams: it makes tracking time across different departments, projects, and locations feel like a breeze.

If you’ve been struggling to show leadership exactly where staff hours are going (and justify those budget requests), Clockify is your solution. Think clear categorization of hours between patient care, admin tasks, and facility management – the kind of detailed insight that makes quarterly reviews a lot more comfortable.

Key Features

• Project-based tracking splits time between patient care, admin tasks, and different facilities
• One-click time tracking works on computers and phones for fast clock-ins during busy shifts
• GPS tracking shows when staff arrive at patient locations and prevents time theft
• Face recognition ensures staff clock in at the right place, adding security for remote teams
• Kiosk mode turns any device into a shared time clock for clinic settings
• HIPAA-compliant security protects patient and staff data
• Break tracking helps staff follow labor laws and rest requirements
• Automatic and manual timesheet entry with editing flexibility
• Project templates for common healthcare workflows
• QuickBooks integration speeds up payroll processing

What’s Great for Healthcare Teams

• Sets up in under 5 minutes (perfect when you need a quick win)
• Mobile app works offline – no more excuses about poor hospital WiFi
• Automated alerts catch missed clock-ins before they become HR headaches
• Reports clearly show staff hours and overtime – perfect for budget meetings
• Scheduling tools match staff skills to shift needs (goodbye coverage gaps)
• Time-off tracking that prevents understaffing surprises
• Labor law compliance tools help you stay ahead of potential issues

What’s Not Great

• Interface isn’t the most intuitive for busy managers (worth mentioning in training)
• Mobile app could use better updates and speed improvements
• Advanced features come with a higher price tag
• Kiosk feature costs extra per user (factor this into your budget proposal)
• Limited payroll system connections
• Report customization could be more straightforward (plan extra time for this)

Pricing 

Clockify has a 3-tier pricing structure:

• Free plan includes basic time tracking and unlimited users (great for pilot testing)
• Standard: $5.49 per user monthly with annual billing
• Pro: $7.99 per user monthly with annual billing adds GPS tracking
• Enterprise: $11.99 per user monthly with annual billing adds extra security
• Kiosk add-on: $0.99-$2.99 extra per user monthly

#3. Hubstaff: Best for Remote Healthcare Teams

If you’re managing remote healthcare staff, Hubstaff could be your career-saving solution. Instead of playing detective with remote timesheets, you’ll have screenshots, URL tracking, and activity monitoring that prove to leadership your remote team is as productive as your onsite staff.

Plus, when someone asks about remote worker productivity in your next management meeting, you’ll have data-backed answers ready to go.

Key Features

• Screenshot capture shows staff are using medical systems correctly
• URL tracking ensures staff stick to approved healthcare websites
• Activity monitoring measures staff engagement with patient records
• Automated payroll cuts down payment processing time
• Project management tools track patient care tasks
• GPS tracking confirms staff location during home visits
• Labor law compliance tools prevent overtime issues
• Remote time clock works on any device
• Mouse and keyboard tracking for productivity insights
• Seamless integration with multiple payroll systems
• Built-in invoicing tools for billing

What’s Great for Healthcare Teams

• Tracks remote medical staff without constant check-ins (goodbye micromanagement)
• Proves HIPAA compliance through monitoring (your compliance team will love this)
• Slashes payroll errors with automated processing
• Identifies training needs before they impact performance
• Keeps remote teams connected to headquarters
• Ensures task completion without endless follow-ups
• Records accurate time for patient visits
• Interface simple enough that even tech-resistant staff can use it
• Gets overtime compensation right the first time

What’s Not Great

• Screenshot feature requires careful policy communication
• Activity tracking needs clear guidelines (have your policies ready)
• Setup requires time to align with medical workflows
• More features than small clinics might need
• Higher price point than basic time trackers
• Learning curve for new managers (plan training time)

Pricing

Hubstaff offers four plans:

• Starter ($7/user/month)
• Grow ($9/user/month)
• Team ($12/user/month)
• Enterprise ($25/user/month, billed annually) Healthcare teams typically need Enterprise for HIPAA compliance. Add-ons like Insights, Tasks, and Locations cost $2-4 extra per user monthly.

#4. Jibble: Best for Secure Healthcare Time Tracking

Here’s what will make you look good to management: Jibble practically eliminates time theft through smart face scanning and location tracking.

When your CFO asks about payroll accuracy, you’ll have foolproof verification that the right people are clocking in at the right places. Whether your staff uses shared kiosks or their phones, you’ve got time tracking locked down tight – exactly what upper management wants to hear.

Key Features

• Face scanning prevents buddy punching and ensures the right person clocks in
• GPS tracking confirms staff are at assigned patient locations or medical facilities
• Shared kiosks let multiple staff clock in from one spot
• Mobile app tracks time for workers visiting patient homes
• Alert system flags mismatched face scans right away
• Geofencing limits clock-ins to approved medical sites
• Detailed reports show attendance and work patterns
• Offline mode works when internet connection fails

What’s Great for Healthcare Teams

• Stops time theft cold with face and location checks
• Works seamlessly for both clinic and home care staff
• Face scan takes seconds (staff can’t complain about delays)
• Sends instant alerts when staff miss check-ins
• Shows real-time staff locations for quick coverage decisions
• Creates automatic attendance reports for leadership meetings
• Handles multiple facility locations without breaking a sweat
• Keeps payroll records accurate (your accounting team will thank you)

What’s Not Great

• Face scanning needs decent lighting (check your facility setup)
• GPS tracking can drain phone batteries (warn staff about this)
• Internet needed for most features
• Setup takes time for multiple locations (plan your rollout carefully)
• Some staff initially resist face scanning (have your change management plan ready)
• Mobile app needs regular updates

Pricing

Jibble offers three straightforward plans:

• Free ($0 with unlimited users, basic features – perfect for piloting)
• Premium ($2.49/user/month, adds unlimited features)
• Ultimate ($4.99/user/month) Free plan includes GPS tracking and facial recognition. Nonprofits get 50% off. Enterprise options available for large teams – a good talking point for budget discussions.

#5. TimeCamp: Best for Healthcare Analytics

Want to show leadership exactly how your medical staff spends their time? TimeCamp is your ace for data-driven decisions. This platform automatically monitors computer activity and creates detailed reports that’ll make your next efficiency presentation shine. When the CEO asks about productivity metrics, you’ll have real numbers to back up your recommendations – not just gut feelings.

Key Features

• Automatic time tracking records all computer activity without staff input
• Website and app monitoring shows how staff use medical systems
• Labor law tracking prevents overtime issues before they happen
• Task timing shows how long medical procedures really take
• Workflow reports identify bottlenecks in patient care
• Team productivity charts compare staff performance objectively
• Resource usage reports reveal which tools staff actually use
• Automatic timesheet creation eliminates manual entry headaches

What’s Great for Healthcare Teams

• Uncovers patterns in staff time usage (perfect for optimization proposals)
• Reveals which tasks take longer than they should
• Helps create data-backed staff schedules
• Identifies ways to speed up patient care
• Generates timesheets automatically (goodbye manual data entry)
• Proves compliance with work rules
• Shows exactly where additional training is needed
• Creates clear reports that impress in management meetings

What’s Not Great

• Computer tracking requires careful policy communication
• Needs time to show meaningful patterns (plan for a learning curve)
• Reports take practice to interpret effectively
• Desktop focus misses some hands-on medical work
• May track personal computer use (have your privacy policies ready)
• Limited mobile features for on-the-go staff

Pricing 

TimeCamp offers offers five plans, making it easy to match your budget:

• Free ($0) – Try before you commit
• Starter ($2.99/user/month)
• Premium ($4.99/user/month)
• Ultimate ($7.99/user/month)
• Enterprise ($11.99/user/month) when billed annually Monthly billing costs more. Healthcare teams typically need Premium or higher for advanced tracking features – worth mentioning in budget discussions.

#6. Deputy: Best for Healthcare Staff Scheduling

If scheduling headaches are keeping you up at night, Deputy might be your perfect solution. It’s built to handle complex medical schedules while making your life easier. When leadership asks about staffing optimization, you’ll have clear data showing the right staff is in the right place at the right time. Plus, your staff will appreciate having their schedules, time-off requests, and shift swaps all in one user-friendly app.

Key Features

• Smart scheduling matches staff skills to shift needs
• Real-time attendance tracking spots missing staff instantly
• Mobile app lets staff clock in from anywhere
• Payroll integration cuts payment errors significantly
• Compliance tools track work rules automatically
• Schedule alerts notify staff of changes immediately
• Staff availability tracking prevents scheduling conflicts
• Leaves management handling time-off requests efficiently

What’s Great for Healthcare Teams

• Creates schedules that meet medical coverage requirements effortlessly
• Shows which staff are qualified for each shift (goodbye coverage gaps)
• Sends instant alerts about no-shows before they impact care
• Lets staff swap shifts through the app (reducing your workload)
• Tracks breaks and overtime automatically
• Makes payroll reports ready for review
• Works equally well for small clinics and large hospitals
• Keeps all scheduling information in one accessible place

What’s Not

• Price point higher than basic time trackers
• Takes time to set up staff qualifications correctly
• Mobile app updates can disrupt workflow
• Some advanced features cost extra
• Schedule templates need initial manual setup
• Integration setup can be complex (plan IT resources)

Pricing

Deputy offers three plans:

• Free Starter (100 shifts/month – perfect for small departments)
• Premium ($5-6/user/month)
• Enterprise (custom pricing for 250+ employees) Premium includes unlimited shifts and reporting. HR add-on costs $2/user/month for hiring and onboarding features – worth considering for growing teams.

#7. Kronos (Now UKG) : Best for Large Healthcare Organizations

Looking to impress leadership with an enterprise-grade solution? Kronos (now UKG) is the heavyweight champion of healthcare time tracking. If you’re managing a large hospital network or multiple facilities, this workforce managment system shows you’re thinking big picture.

Their Workforce Dimensions and Workforce Ready products handle everything from basic tracking to complex medical staff management – exactly what you need when presenting to the C-suite about scaling operations.

Key Features

• Physical time clocks add extra security to staff check-ins
• Web and mobile apps let staff clock in from anywhere
• Self-service portal reduces HR ticket overload
• HR integration streamlines your entire people management process
• Automatic time tracking eliminates manual entry errors
• Alert system catches missed clock-ins before they become issues
• Labor law tracking keeps you ahead of compliance concerns
• Multiple check-in options fit different department needs

What’s Great for Healthcare Teams

• Perfect for large hospital management (shows you’re ready to scale)
• Integrates smoothly with existing HR systems
• Tracks staff across multiple locations effortlessly
• Catches attendance issues before they impact patient care
• Empowers staff to manage their own time
• Creates custom reports for different departments
• Handles complex medical schedules like a pro
• Adapts to various medical roles and departments

What’s Not Great

• Higher investment than simpler solutions
• Setup requires significant planning
• Hardware costs for time clocks need budget consideration
• Complex system requires thorough staff training
• Some features carry additional costs
• May be overkill for smaller clinics

Pricing

UKG (Kronos) uses per-employee monthly pricing plus base fees. Costs include:

• Hardware for time clocks
• Special features
• Support services Organizations need custom quotes based on size and needs. Volume discounts available for large teams – a great negotiation point for your budget proposal. Contact UKG directly for healthcare pricing and make sure to mention your organization’s size for the best rates.

Comparison Chart of Top Time Tracking Solutions

To help healthcare organizations make an informed decision, here’s a comparison chart of the top time tracking solutions mentioned in this blog post. Each software has unique features that cater to different needs, making it crucial to understand their strengths and weaknesses.

Healthcare Time Tracking Software Comparison

Finding Your Perfect Healthcare Time Tracking Solution

Let’s make your software decision easier (and make you look good in the process). Whether you’re managing a small clinic or a large hospital network, I’ve broken down the options based on what matters most to staffing leaders like you.

Here’s a straightforward guide matching common priorities with the best solutions – including a backup option in case your first choice doesn’t quite fit your budget or needs. After all, having a Plan B always impresses management.

Pro tip: Keep this matrix handy for your next leadership meeting – it shows you’ve done your homework and considered multiple options before making a recommendation.

Benefits of Time Tracking Software in Healthcare

So why is time tracking a big deal in healthcare?

First, it shows you’re serious about efficiency – automating attendance and preventing time theft through smart features like geolocation tracking. That’s an immediate win for your operational metrics.

But here’s where it gets impressive: patient care actually improves because staff spend less time on paperwork and more time with patients. Your staff is happier, more saisfied when they work the scheules that fit their lives and get the PTO time they deserve.

Meanwhile, your finance team will love the accurate payroll processing and better cost tracking, while your compliance officers can sleep easier knowing the system monitors certifications and labor law requirements automatically.

Want to really shine in your next performance review? Show how the software helped identify training needs, reduce burnout, and boost team efficiency. When you can demonstrate both cost savings and improved patient care, you’re speaking leadership’s language.

How to Choose the Right Time Tracking Software for Your Healthcare Organization

Ready to choose time tracking software that’ll make both your staff and leadership happy? Here’s your strategic roadmap:

First, nail down your must-haves: user count, locations, mobile needs, and HIPAA requirements. Then check the tech specs – you want reliable mobile apps, solid uptime, and smooth integration with your existing systems.

Don’t forget healthcare-specific features like shift handovers and certification tracking. Security is non-negotiable: look for strong encryption and HIPAA compliance.

Finally, consider the full investment – from implementation and training to ongoing costs. Your finance team will appreciate this thorough approach.

The Bottom Line

Time tracking software reduces administrative work, which allows your staff to focus on patients. It ensures proper staff coverage, tracks patient visit duration, manages certifications, and monitors care quality metrics. The software also helps prevent burnout by managing workloads effectively.

While there are plenty of options to choose from, the choice depends on your specific needs. Small clinics might start with Clockify or Jibble’s free plans. Large hospitals should consider Kronos or Deputy for complex scheduling. Remote healthcare teams benefit most from Hubstaff or Connecteam’s mobile features.

Ready to transform your hospital or clinics productivity? Pick your solution and get started today – your next raving patient review may come from the work you put into tracking now.

Frequently Asked Questions