Resources

Reference materials for building a more flexible workforce.

Scheduling Policy Core Elements

Scheduling Policy Core Elements Checklist

Schedule length and timing: 4, 6, or 8-week rotation with guidance for timing of scheduling events (self-schedule period, balancing period, manager approval, final posting).

Best practice: The optimal length for a schedule is 6 weeks.

Shift lengths and times: Day, evening, night, or mid shifts from 4 to 12 hours.

Best practice: Ensure shift lengths provide right coverage while promoting work-life balance.

Skill mix: Identified as needed per unit (e.g., charge nurse, chemotherapy certification).

Weekend coverage: Set at system, hospital, or unit level.

Best practice: Every third weekend is the optimal target.

Shift trades: Like-for-like trade regarding hours, skill set, and pay.

Best practice: Automate shift trading using electronic scheduling systems.

Holiday and vacation: Set at organizational level per HR policies.

Self- or patterned scheduling: At unit level during schedule creation.

Best practice: Shared governance should determine the type of scheduling.

Staffing Policy Core Elements

Staffing Policy Core Elements Checklist

Nurse floating parameters: Requirements for rotation and tracking.

Best practice: Identify the right floating groups/clusters based on skill compatibility.

Maximum continuous work hours: Defined safety limits.

Best practice: No more than 16 hours continuous; no more than three 12-hour shifts in a row.

Low census cancelation: Algorithm for cancelation order (agency first, then premium pay, then voluntary).

Best practice: Complete cancelation at least 1.5 hours before shift start.

Sick call: Nurse responsibilities and recording procedures.

Best practice: Sick call no later than 3 hours before shift start.

Incentives: Defined for extra and open shifts with timing guidelines.

Best practice: Offer incentives early to reduce last-minute costs.

Scheduling and Staffing Technology Platform Criteria

Technology Platform Evaluation

Versatility

  • Enterprise-wide and unit-specific support?
  • Potential for growth and expansion?

Flexibility

  • Organization can customize to meet unique needs?

User-friendly

  • Easy navigation with visual cues?

Mobility

  • Mobile app available on multiple devices?
  • Robust mobile features (self-scheduling, trades, shift sign-up)?

Integration

  • Integrates with existing systems (HR, learning, finance)?

Functionality

  • Automates scheduling and staffing work?
  • Can forecast future needs?

Internal Travel Agency Checklist

Internal Travel Agency Checklist

Step 1: Set the Stage

  • Team established (nurse executive, managers, frontline staff, HR, finance, IT)
  • Environmental scan completed (external agency use, current programs, job descriptions, compensation, policies)
  • Overall strategy determined (system vs. local, profit model, technology, eligible roles, pilot parameters)

Step 2: Build the Operating Framework

  • Agency management team established
  • Technology selected
  • Job parameters set (descriptions, onboarding, training, competencies)
  • Compensation determined (reimbursement, PTO, licensure, incentives, tuition, clinical ladder)
  • Operational principles developed (request criteria, contract length, shift assignments)
  • Manager education completed
  • Program metrics established (KPIs, evaluation plans)

Step 3: ROI Model and Hiring Plan

  • Cost savings calculated (based on target for reducing external agency)
  • Number of staff needed and hiring plan determined
  • Transition plan for internal staff completed

Step 4: Operationalize the Plan

  • Recruitment plans completed (flyers, handouts, website, job platforms)
  • Technology implemented (VMS in place, training completed)
  • Progress monitoring plan completed (feedback timelines, metric analysis, 6-month and 1-year cost savings review)

Vendor Management Lifecycle

The typical vendor management lifecycle in healthcare involves these stages:

  1. Vendor Selection — Identifying potential vendors through research, soliciting bids, and evaluating based on quality, cost, and compliance
  2. Contract Negotiation — Clearly outlining terms including pricing, delivery schedules, and quality standards
  3. Vendor Onboarding — Setting up accounts, providing training, and ensuring understanding of policies
  4. Performance Monitoring — Tracking metrics, conducting audits, and addressing issues
  5. Issue Resolution — Investigating issues, identifying root causes, and implementing corrective actions
  6. Contract Renewal or Termination — Deciding based on performance, costs, and changing needs