Shift planning software for medical practices, dental & group practices
Practice scheduling that knows your office hours, fairly coordinates assistant vacation, and automatically rolls forward stable weekly rhythms — so you can focus on your patients.
Free forever for up to 3 employees · Cancel monthly · No minimum term
Your challenges
Rotating physicians
Which doctor runs which clinic? Who's on late duty? With multiple physicians and medical assistants, coordination quickly becomes overwhelming.
Office hour conflicts
Morning clinic, afternoon appointments, home visits, surgery day — practice staffing must align precisely with consultation hours.
Assistant vacation planning
MAs and dental assistants coordinate their leave — no one should run reception alone, and no one should staff treatment rooms alone.
Short-notice absences
Sick call at 7 AM, waiting room full at 8 AM — finding a quick replacement is critical for keeping the practice running.
Stable weekly rhythms
Practices live by fixed structures: Mon–Fri clinic, closed Wednesday afternoons, late hours on Thursday. Re-entering these rhythms every month is wasted time.
How Kairos helps
Shift rhythm automation
Define a weekly or bi-weekly rhythm per employee (e.g., Mon+Tue+Fri 8–13, Wed 14–18, Thu off) — Kairos rolls the schedule forward automatically each month. You only react to vacation, sick calls, and preferences.
Wish phase for fair scheduling
MAs submit preferences before the final plan — e.g., "no Friday late duty." Kairos considers them during automatic projection. Optional auto-publish after the deadline.
Quarterly shift models
Store your practice structure as a quarterly shift model — including fixed clinics, surgery days, and home-visit windows. Changes propagate to future months automatically.
Mobile app for office hours overview
Physicians, MAs, and dental assistants see their duty, vacation status, and shift swaps directly on their phone. Push notifications for every schedule change — no more WhatsApp groups.
Plan MA and dental-assistant roles separately
Reception, lab, treatment room, X-ray — assign qualifications per assistant and ensure each shift is staffed appropriately.
Open shifts for absences
Sick call? Post the shift as open immediately. Available MAs apply via app — the waiting room keeps moving.
Vacation calendar with bottleneck detection
Annual overview of all assistant absences. Kairos warns when too many MAs would be off at the same time — no practice closures from poor planning.
Timesheets for payroll
Print-ready monthly records with target/actual hours, overtime, and vacation days. Forward directly to your tax advisor or payroll provider.
Manage qualifications
X-ray license, emergency training, hygiene certification — store credentials per MA with expiry dates. Traffic-light system warns about expiring certificates in time.
Frequently asked questions
How does the shift rhythm automation work in a medical practice?
Define a weekly or bi-weekly rhythm per employee — e.g., "Assistant A: Mon+Tue+Fri mornings, Wed afternoons, Thu off." Kairos projects this rhythm into the future month by month. Approved vacation and manual changes are preserved. You only maintain deviations instead of re-entering the entire plan each month.
Is Kairos suitable for small practices with just 3–5 medical assistants?
Absolutely. The Free plan is permanently free for up to 3 employees — perfect for solo practices and small primary-care teams. Shift rhythm automation and all core features are already included in the free Free plan.
Can we map different office hours per weekday?
Yes. Define different shift types per weekday (e.g., Mon morning 8–13 and Mon afternoon 15–18, Wed mornings only, Thu until 18:00). The rhythm automation handles this weekday-aware logic automatically.
Do assistants see their schedule on mobile?
Yes, via the native app for iOS and Android. MAs and dental assistants see their personal schedule, can swap shifts, and request vacation — including push notifications when the practice manager makes changes.
How quickly can I roll Kairos out in my practice?
Register, create a team, invite assistants, set up rhythms — done in under 30 minutes. No IT team needed, no installation, no training. The first plan is ready in under 2 minutes.
Is Kairos GDPR compliant for medical practices?
Yes. All data is hosted in EU data centers. Row-level security isolates tenants at the database level. TLS encryption and daily backups are standard. Kairos processes only workforce planning data — no patient data.
GDPR compliant · Hosted in the EU · Made in Germany
Kairos for other industries
Get started for free
Create your first shift schedule in under 2 minutes. Free forever for up to 3 employees.
Free forever for up to 3 employees · Cancel monthly · No minimum term