Holiday Hospital Staffing: Tips for Scheduling Success
The holiday season is a challenging time for hospitals. You know the drill—approved PTO requests, extra supplies at the ready, and then chaos strikes. Staff fall ill with the flu, and others need to address unexpected family obligations. But the work doesn’t stop. How do you handle staffing problems during this busy time? Here are some actionable tips to keep your hospital running smoothly.
Flexible Staffing Models
Implementing temporary or on-call staffing is crucial, especially for high-demand roles like nurses and emergency department personnel. Flexible staffing models help bridge gaps and maintain service levels during peak times.
Float Pools
These consist of a group of cross-trained employees (typically nurses) who move between different units based on need. These staff members, often skilled in multiple specialties, fill gaps in high-demand departments. Float pools provide immediate support in critical areas and ensure continuity of care without disrupting scheduled staff in other departments.
Per Diem and PRN (Pro Re Nata) Staffing
This involves hiring staff to work on an as-needed basis. These workers often have flexible schedules and are called in only when necessary, such as during high census periods or when regular staff are on leave. Per diem staff can be more cost-effective because they are not full-time employees, and the flexibility suits healthcare professionals looking for non-committed shifts, such as students or part-time workers.
Seasonal and Temporary Contracts
These are often used during peak times like flu season, summer vacation periods, or holidays. Seasonal staffing often involves agencies that place qualified personnel in hospitals for set periods. Temporary workers reduce the burden on full-time staff, help maintain patient care quality, and minimize burnout risks, especially for regular employees working high-stress, extended hours.
On-Call and Standby Staffing
Schedule staff members to be available if you anticipate patient volumes will exceed expectations. These employees might be paid a lower rate to be on standby, with full pay only if they are called in. This model helps your team stay prepared for sudden spikes in patient demand and manage costs effectively. It’s particularly useful for departments like emergency and ICU where patient influxes are unpredictable.
Telehealth and Remote Support Staff
These are used to offload non-critical cases and manage care remotely. Virtual nurses, physicians, and administrative support staff can handle tasks like intake triage or post-discharge follow-ups. Remote support reduces the need for in-person staffing and expands the hospital’s reach and resources. This model is highly scalable, making it ideal for handling surges without exhausting on-site personnel.
Handling Last-Minute PTO Requests
To manage PTO requests effectively, leverage technology to streamline scheduling. Tools like Kronos (now part of UKG) and ShiftWizard offer automated shift-scheduling that accounts for PTO, holiday needs, and staffing levels. Platforms such as Shiftboard and OnShift empower your employees by allowing them to view schedules, request time off, and swap shifts via mobile apps. This not only saves time but ensures that everyone remains on the same page.
Resiliency Discussions
At Massachusetts General Hospital, department heads lead “resiliency discussions” well before the holiday season to prepare for staffing needs and support their teams. These discussions cover anticipated holiday schedules, gather staff preferences, and set up optional wellness check-ins. By organizing pre-season meetings, you allow team members more control over their time off and ensure smooth coverage. Open forums let staff share concerns directly, fostering a supportive environment where early, clear planning helps ease holiday pressures.
Encourage resiliency discussions within departments, inspired by Massachusetts General Hospital’s approach. These should occur three to four weeks before major holidays like Thanksgiving and Christmas.
How to Conduct Resiliency Discussions
- Communicate Staffing Needs early on
- Understand Scheduling Preferences through open forums
- Set Up Wellness Check-Ins to ensure team well-being
For high-stress departments like emergency or ICU teams, consider weekly check-ins leading up to and throughout the holiday season. This allows your staff to voice immediate concerns, receive support, and adjust their workloads as needed.
Schedule follow-up discussions in early December and January post-holidays. Reflect on what worked and identify strategies for future resilience.
Cross-Train and Prepare
Cross-train your staff so they can cover essential roles when needed. Provide training and resources for the unique challenges that the holiday season may bring. Cross-training enhances team versatility and strengthens overall operations.
Conclusion
By applying these strategies, you can mitigate staffing challenges and ensure a smooth operation during Christmas at your hospital. Remember, preparation is key to maintaining patient care quality and staff morale.
Stay proactive, and you’ll find that even during the busiest times, effective holiday hospital staffing is entirely achievable.
