Open Forum

Hello!

I was wondering if any other organizations have a current standard/process for cross-coverage in clinics (regional sites and main campus). How do you address gaps in staffing when there is PTO/call-off in the clinics? We are looking to build a standard across similar clinics so any insight/recommendations would be helpful and much appreciated!

Hello Justine,

Something that we have been encouraging and supporting is having strong contingency planning based on the number of Nurse FTE within the Ambulatory Clinic space. Evidence has shown that hiring at the 1.2 FTEE rate has been effective in practice areas; while this isn't always approved at least having part time staff float positions to fill these gaps from vacation, sick leave, FMLA etc is ideal and necessary to keep clinic efficiency, outcomes and patient experience . Staffing methodology also focuses at looking at the total benefits available for each Nurse hired; for example if a 1.0 nurse gets 3 weeks paid vacation and 10 sick days a year - over hiring for part time staff to fill those gaps would be beneficial for employee retention, patient care coverage and outcomes. Having a strong staffing contingency plan can be organized along with pre-planning schedules ahead for the quarter helped with identifying approved/planned leave to have part time staff scheduled for the days when staff was approved leave. In short notice leave situations, float staff can be shifted from one clinic to another and sometimes even utilizing Virtual coverage planning helps close the gaps. Establishing a Staffing Methodology plan or SOP that everyone follows which includes - number of staff approved leave each week, number of float/gap staff hired to cover units, approving leave within certain time frames and establishing agreements with part time float/gap staff of expectations for coverage which may include travel or virtual coverage methods has proven successful in many sites.