NURSE SCHEDULING PROBLEM

What is the schedule horizon?

Currently we work in six-week blocks; however, we are not against being able to make predictions on longer time frames, as long as edits are possible.

What is the number and configuration of the possible shifts? Right now, we work three, 8-hour shifts, M-F (7A-3P, 3P-11P, 11P-7A), and two, 12-hour shifts (7A-7P, 7P-7A) on the weekends.

Does anyone work partial shifts?

Not normally.

What, if any, on-call requirements are there?

We do not require on-calls for our non-doctor medical staff. However, we do offer a shift differential for someone who responds to a last-minute request to come in.

Max consecutive shifts? Two.

How many non-doctor medical employees? About 500.

Is there a union contract? No.

How many departments are there? 12

What is the minimum and maximum number of beds in a department? 1, 40

Do staff have departments?

Yes, but this is not policy, it just works out that way.

What are the overtime possibilities and requirements?

Staff are not required to do overtime, except when insufficient coverage exists for the incoming shift. In that situation, the department charge nurse makes the decision regarding who will stay.

How are call-offs handled?

The department charge nurse responds to the situation and covers as necessary.

How do the staff request scheduled time off or specific shifts?

There is a sign-up sheet for time off, scheduled based on seniority. Shift requests are also handled by seniority.

What skill categories and/or job titles are included in this system?

There are at least 18 different job categories, each with potential specializations within.

What is the maximum number of consecutive hours someone can work?

Two 8-hour shift, or one 12-hour shift, except in extreme situations.

What is the maximum number of consecutive days someone can work?

12 out of 14.

What is the goal of this system?

To make scheduling less chaotic.

What is the break policy?

Staff are allowed one 30-minute and two 15-minute breaks per shift.

What is the holiday policy?

Holiday off-time is based requests and on seniority.

Where are the staffing needs defined, and on what are they based?

please see

https://www.ncbi.nlm.nih.gov/pmc/articles/PMC2653880/

Please rate the following in order of importance regarding staff scheduling?

I have put these in order:

department stated needs

Historic patient population

coverage by department type (intensive care vs. maternity)

specific skill set/specialty

seniority

employee satisfaction

religious needs of the staff

biorhythms (mixed daylight/night shifts)

personal incompatibilities

optimizing cost

union contract

Do staff get time, overtime pay, or some of both (or neither)?

They can take overtime as comp time if they are salaried, otherwise they are paid for the shift.

Do you maintain a list of skills/certifications?

Yes, of course. HR has these.

What are some typical staffing patterns that you utilize?

I don't know what this means.

What percentage of your staff is full-time?

80%

What percentage (if any) of your full-time staff is salaried?

50%

How many hours/shifts does a full time / salaried employee work?

5 shifts per week.

Is there a different rate for night and/or weekend work?

Yes. 15% bump.

Do you typically over-schedule, expecting call-offs? If so, what data do you use to account for call-offs?

No, we contract with an agency for last-minute schedule changes.

What is your current method of Scheduling?

Department charge nurses do it on paper. Usually they start by copying the previous schedule, then use White-out as necessary and fill in.

How long do schedules need to be stored?

We store the paper schedules indefinitely in case we are audited.

What are the complaints or issues regarding the current method of scheduling?

Too inflexible.

Too chaotic.

Full coverage often does not occur.

Sometimes departments are over-staffed.

Is current scheduling centralized or by department?

By department.

Is there an electronic storage of scheduling history? No

How are schedule edits handled?

Once approved by the department head, on paper.

Do staff punch in/punch out electronically? No.

How is this tracked? If someone does not appear for a shift, the department calls payroll and HR.

What is the call-off percentage?

7%

Do you store this per shift/department? No

Define a data model. You must show at least 7 tables, the key fields in each table, and the joins between the tables. Include a written description of what each table contains, and what it will be used for.