Where Do You Find Top-Rated Aladtec Virtual Support Services?
Dedicated remote teams run the scheduling desk inside your own Aladtec system: open shift backfill, trade and swap admin, certification tracking, and payroll prep, with EMS billing support alongside. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
What Is Aladtec?
Aladtec is 24/7 workforce scheduling software built for public safety: EMS agencies, fire departments, law enforcement, and corrections. It handles rotational scheduling, shift trades, giveaways, and swaps, open shift postings, coverage alerts and minimum staffing levels, availability, skills and certification tracking, digital forms, agency-wide messaging, and time and attendance that connects to TimeClock Plus. The product began life as EMS Manager in 2002; Aladtec, Inc. consolidated EMS Manager, FIRE Manager, and Zanager under the single Aladtec brand in 2014, and TCP Software acquired Aladtec in October 2021. It is still sold as a standalone product today, with the mobile app branded Aladtec by TCP, and at the time of the acquisition it served more than 2,400 agencies across the US and Canada.
Here is what the software cannot do: answer the phone at 5 a.m. when a medic calls out. Aladtec posts the open shift, fires the coverage alert, and shows the trade queue; a person still has to work the list, confirm the fill, check the qualifications, and document the decision. In most agencies that person is a captain or office manager doing it between every other duty. That is the gap this service closes.
Who Is This For?
Agencies that run their roster on Aladtec and are burning officer or office-manager hours on it: private ambulance services, county EMS, combination fire-EMS departments, dispatch centers, and law enforcement agencies with rotating shifts. It fits volunteer, paid, and combination departments, from a single-station service that needs one scheduling administrator to a multi-station operation that needs a scheduling desk plus a billing pod.
Where Aladtec Agencies Lose Time and Money
The coverage alert fires, but filling the hole still means calls and texts down the list. Slow fills push coverage into overtime and holdover, the most expensive hours an agency buys.
Members post trades and swaps in seconds; the requests then wait for the one admin who checks qualifications and overtime limits. Slow answers teach crews to stop using the system.
Aladtec tracks skills and certifications, but somebody has to chase the renewals. An expired card discovered on schedule day makes a medic unschedulable exactly when you need them.
In small agencies the same office owns scheduling and billing. When the schedule wins the day, ePCR chase and claims follow-up quietly lose it.
See the fixSchedule Build and Rotation Upkeep
Our administrators build and maintain your 24/7 rotational schedules in Aladtec: applying your rotation patterns, keeping the roster current as people join and leave, publishing changes, and prepping the next scheduling period before it sneaks up. The benefit is a schedule that is done early instead of finished at midnight by an officer who has real work in the morning.
Open Shift Backfill and Coverage
When a shift opens, our team works it like a dispatcher works a call: post the open shift, watch the coverage alerts and minimum staffing levels, message the eligible list, confirm the fill, escalate per your policy if nobody bites, and log how the hole got covered. Sick calls that land after your office closes are cleared first thing, because our specialists start their 9 hour day before yours starts.
Trade, Giveaway, and Swap Admin
Aladtec lets members post shift trades, giveaways, and swaps; your rules decide who can take them. We run that queue: checking qualifications, rank rules, and overtime exposure on each request, preparing it for the approving officer or processing it under limits you set in writing, and keeping decisions documented so nobody argues about a trade three weeks later. Fast, consistent answers keep crews using the system instead of working around it.
Certification and Credential Admin
We keep the skills and certifications records in Aladtec current: entering new cards, running expiration follow-up months ahead instead of days, collecting renewal documents from members, and reporting upcoming lapses to your training officer on a schedule. The payoff is simple: a lapsed card is far less likely to surface for the first time as a schedule error.
Time, Attendance, and Payroll Prep
Our team reviews timesheets, tidies missed punches, processes time-off requests per your policy, and prepares the payroll export each period, including data that flows to TimeClock Plus where your agency uses the integration. Payroll questions get answered from the record, not from memory, and your finance officer stops rebuilding hours by hand.
The Billing Side of Your Agency
The scheduling desk is half the office; the other half is getting paid for the runs. Staffingly also staffs dedicated EMS billers who work your billing system end to end, from documentation chase and coding through claims, posting, and medical necessity denial follow-up. Many agencies start with one desk and add the other.
Put a Dedicated Scheduling Desk on Your Aladtec
You have seen what we cover, from open shift backfill to payroll prep. The next step is simple: meet us, pick the seats you need, and watch a trained administrator work your own Aladtec before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Aladtec
New team members train on your agency’s own SOPs and Aladtec configuration, your rotation patterns, your trade rules, your escalation tree, and drill the workflows in supervised practice before touching your live schedule. They go live under a senior lead who reviews their output daily through the first weeks, and a trained backup shadows each seat from day one, so a sick day on our side does not become a coverage gap on yours. Every specialist works under an individual HIPAA agreement with named, auditable Aladtec credentials, never shared logins, and reports production to you every evening in your format.
Why Outsource Aladtec Work, and Why Staffingly
Aladtec already shows you the problem. We staff the person who works it: the calls, the confirmations, the documentation, until the shift is covered.
A flat weekly fee per dedicated specialist. No hourly meter that punishes a rough week of call-outs, and never a percentage of your collections on the billing side.
Most agencies schedule with captains and office managers. Moving the admin load to a dedicated desk returns those hours to operations, training, and command work.
Live in 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served and a 4.9 Google rating you can verify on our listing.
Process and Onboarding
20 to 30 minutes on Teams. We map your Aladtec setup, rotation rules, and where the hours are going before we meet.
Named Aladtec user accounts per specialist, least-privilege roles, your approval on every account.
Your SOPs, your trade rules, your escalation tree; supervised practice before anyone touches the live schedule.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Scheduling data is personnel data, and we treat it with the same discipline we bring to PHI. Read the complete program at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated Aladtec FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day starts by clearing what arrived after you closed, overnight sick calls, trade requests, and open shift responses, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on your rules + software
- Software seat + equipment + PTO coverage
Calculate Savings
Aladtec Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in Aladtec?
Schedule builds and rotation upkeep, open shift posting and backfill coordination, trade and swap request processing, availability and time-off admin, certification and expiration tracking, digital forms follow-up, member messaging, timesheet review, and payroll export prep. Administrative work inside Aladtec screens is work a trained remote administrator can own.
Is Aladtec still supported after the TCP acquisition?
Yes. TCP Software acquired Aladtec in October 2021 and continues to sell it as a standalone product, with the mobile app branded Aladtec by TCP. Our support works the same either way: we staff people inside the system your agency already runs.
We still call it EMS Manager. Is that the same thing?
Yes. EMS Manager was Aladtec’s original product name, consolidated with FIRE Manager and Zanager into the single Aladtec brand in 2014. If your roster lives in what your crews call EMS Manager, this page describes your system.
How do your staff access our Aladtec system?
Through named individual user accounts you approve, with least-privilege roles and full audit logging. No shared logins, and personnel data is handled under the same discipline we apply to PHI.
Can you also handle our EMS billing?
Yes. Dedicated EMS billers work claims end to end in your billing system, from documentation chase and coding through posting, denials, and AR. See our ambulance billing services for the full scope.
Can your team cover sick calls that come in overnight?
Our specialists cover 9 hour days, Monday to Friday, starting before your office opens, so overnight sick calls and trade requests are cleared first thing each morning. True 24/7 live coverage is a scoping conversation; bring it to the strategy call.
Which agencies does this fit?
Aladtec-based operations of most shapes: private ambulance services, county EMS, combination fire-EMS departments, dispatch centers, and law enforcement with rotating schedules, volunteer, paid, or combination.
Do we keep control of our Aladtec?
Yes. It stays your system, your data, your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
EMS Resources for Aladtec Agencies
EMS operations and billing answers from our pain-points library.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the EMS scheduling and billing workflows described on this page.
Connect on LinkedInSee what a dedicated Aladtec scheduling desk changes in 14 days.
Book a strategy meeting. Dan Nandan, CEO, joins most calls personally. Real conversation, real numbers for your agency.
Claim Your 2-Week Free TrialAladtec is a product of TimeClock Plus, LLC (TCP Software). EMS Manager is a former product name of Aladtec. Staffingly, Inc. is an independent outsourcing provider and is not affiliated with or endorsed by TCP Software. Staffingly works inside client-owned Aladtec systems under client-granted access.