HEALTHCARE MANUFACTURING

Transcription

1 WORKFORCE KRONOS for SCHEDULER FOR HEALTHCARE MANUFACTURING Increase Productivity, Control Costs Gain apatient New Competitive Edge What does staff scheduling have toand do with care?

2 In healthcare, employee scheduling has EVERYTHING to do with patient care Since safe, quality patient care is always on the line, healthcare providers need a better way to create schedules that match actual census, patient acuity, and nursing workload to provide high-quality, cost-effective care. Then, as patient volumes fluctuate or other changes occur, they need real-time insight and tools to rebalance staff to maintain optimal coverage levels. In today s challenging healthcare environment, how can providers improve the way they schedule and staff their workforce?

3 ENTER KRONOS WORKFORCE SCHEDULER The answer is the Workforce Scheduler solution. Part of the Kronos for Healthcare suite of workforce management solutions, Workforce Scheduler enables the successful execution of the critical issues related to scheduling and staffing your workforce. This solution automates the creation of work schedules based on a forecast of predicted patient volume, with consideration of employee skills, experiences, and preferences. The results? More positive patient outcomes. Higher employee satisfaction. And better control over your labor spend. TAKE THE GUESSWORK OUT OF SCHEDULING AND STAFFING FORECASTING Determine future demand based on historical volume data from ADT or patient placement systems Support predictive scheduling with volume-based workload forecasts SCHEDULING Achieve appropriate skill mix to support quality care Increase staff satisfaction through self-service, fatigue management, and mobile capabilities Plan best-fit schedules while following relevant guidelines such as company policies, employee preferences, and skill mix PRODUCTIVITY TRACKING Maximize shift-based productivity through real-time reporting Anticipate variances on labor hour data and actual workload metrics before it s too late WORKLOAD MANAGEMENT Equitably distribute workload based on patients unique care requirements Assign the right nurse to the right patient to ensure the continuity of care STAFFING Minimize over- and under-staffing with whole-house visibility and coverage indicators Fill open shifts efficiently through prioritized call lists and automated SMS text messages Quickly rebalance staff based on workload and patient intensity

4 A COMPLETE SCHEDULING SOLUTION Complete scheduling control To deliver the very best possible care for your patients, you must begin with the best possible scheduling solution. With Workforce Scheduler, you can successfully align scheduling and staffing with the census, individual patient intensity, workload levels, employee skills and certifications, and more. Now you can eliminate scheduling guesswork and improve the way you forecast, schedule, and deploy your workforce. When you do, you ll discover a better way to control labor costs, minimize compliance risk, improve employee satisfaction, and deliver high-quality, cost-effective patient care. Kronos scheduling helps nursing understand their units. And staffing using Kronos scheduling has delivered financial benefits through productivity improvements and decreased overtime costs. Abby Nguyen, Chief Nursing Officer Genesis HealthCare System Genesis HealthCare System Aligned patient staffing with patient census and workload Decreased hours per patient day by 18% Improved staffing productivity to save $1.5 million in the first year alone

5 FORECASTING To successfully transition to a value-based delivery model, you need to improve the quality of care and patient outcomes while controlling rising costs. Considering that nearly two-thirds of every dollar spent by hospitals goes to wages and benefits, efficient deployment of nurses and other staff is critical to achieve these goals. 1 After all, chronic overstaffing and understaffing as well as reliance on unplanned overtime and costly contingent labor can impact patient care and your bottom line. Intelligently forecast volume to drive better scheduling If you re still creating schedules using an average daily census, chances are good that you re unable to consistently align nursing staff to actual patient flow. But now there s a better way to get the information you need, which helps to enhance your quality of care and give staff more predictability in their work schedules. A more intelligent forecast supports the predictive scheduling capability your organization needs to better align staffing to fluctuating demand and minimize time spent managing staffing changes later. Determine future demand based on historical volume data You can get more value from your historical data and use it to drive more effective scheduling. Forecast Manager pulls volume data in real time from traditional admissions-discharge-transfer (ADT) systems or patient placement systems such as TeleTracking and stores the figures by time of day. Using historical volume data by day, week, month, and shift, the feature s advanced algorithm calculates the predicted volume. The forecasted volume gets automatically fed, by shift, into the workload planner at predetermined intervals to drive more accurate, cost-effective scheduling. 1 American Hospital Association, The Cost of Caring (June 2012)

6 SCHEDULING Discover a better way to enable the successful execution of the daily mission-critical issues related to scheduling your most valuable asset the workforce. Workforce Scheduler automates the planning of work schedules to support quality care and satisfied employees. Put the right employee in the right place all the time Take advantage of an automated labor scheduling solution that lets managers create schedules that align labor with anticipated patient demand, all while adhering to company and regulatory policies. Your organization gets optimum schedules right off the bat by creating best-fit schedules that meet your objectives as well as your employees. As a result, you will increase productivity and improve results for key metrics such as hours and dollars per patient day, without compromising quality care. Increase employee satisfaction Employees can see everything they need on a single screen and self-schedule using a familiar calendar view. They can access their schedules and request time off right from their mobile device. Thanks to integrated employee self-service, staff are able to manage their personal information, set scheduling preferences, swap and choose open shifts, submit vacation requests, and view accruals at their own convenience. Employees can even view location coverage information so they can request shifts that make sense. Workforce Scheduler can also minimize the effects of nurse fatigue. This solution can create schedules based on how much time employees should have off between shifts, or the maximum hours they can work in a period critical to minimize the chance of having overworked employees while increasing their overall satisfaction. And with mobile technology, nurse supervisors and leadership can truly manage in the moment, untethered from the desktop workstation to better support how work gets done. Using a mobile phone or a tablet, nurse managers, supervisors on the run, or employees making a request from home can access data wherever they are, whenever they need it. Minimize compliance risk and support emerging legislative requirements Discover how you can minimize compliance risk when all of your scheduling-related rules and policies are applied consistently with automated enforcement. Using a rules-based engine, Workforce Scheduler supports compliance with regulatory requirements, internal policies, predefined practice standards, and contractual obligations related to scheduling and staffing your workforce. You ll avoid scheduling errors and minimize the potential of an understaffing issue, misinterpretation of the rules, or a violation of union requirements, FLSA, or other labor laws.

7 PRODUCTIVITY TRACKING Advanced workforce management depends on a clear and current view of the workload encountered by clinical staff. And staying on course to meet financial performance targets is significantly easier when realtime data is available. Maximize shift-based productivity with decision support for frontline leaders Target Intelligence provides you with current productivity reporting to guide staffing decision-making. Using labor hour data and actual workload metrics, Target Intelligence presents in-the-moment productivity measurement and displays variances from planned performance. Understanding exactly where variances exist enhances everyone s understanding of operational challenges. By consistently matching supply of staff levels with demand of care requirements, Target Intelligence helps you hit the cost-quality balance necessary to succeed in today s value-based healthcare delivery model. Target Intelligence automates the efforts required to generate core-demand data that is fed into higher-level views. This helps drive quantified and effective staff deployment views at the department, hospital, and organizational level. Now, nursing leaders, from the CNO to the frontline charge nurse, can make the best decisions possible, and rest assured they are supported by real-time data and a quantified evaluation of the current state. As a result, unit managers will better understand existing needs and how to address them with available staff so nurse managers can deploy the workforce productively, safely, and cost-effectively. Enhanced visibility and simplified reporting Too often, paper-based schedules and patient rosters simply can t provide the real-time visibility needed to adjust inconsistent staffing levels and unplanned overtime. Workforce Scheduler s intuitive user interface serves up the data needed to enhance decision-making. This ability to optimize the deployment of the workforce minimizes costs and improves care. There are predefined standard reports and ad hoc query capabilities that are all easily exported to Microsoft Excel for further analysis. Target Intelligence enables frontline leaders to manage in the moment to get on and stay on track.

8 WORKLOAD MANAGEMENT Today, unit workload is complex, dynamic, and frequently volatile. Making matters more challenging is the fact that each patient has unique care needs that impact total workload. Given these considerations, how can nurse managers create staff-to-patient assignments in a way that produces the most effective, safe, and equitable outcome? Quantify workload intensity and create safe and equitable patient assignments Workload Manager supports nurse leaders by matching demand for care with the clinical labor supply. Workload Manager quantifies each patient s level-of-care intensity to quickly gather total workload, validate staffing levels, and create patient assignments safely and equitably. Using guidelines calibrated to accurately represent the unique patient population on each unit, Workload Manager automates individual patient classification levels through integration with the EMR. Nurses employ their judgment to override individual classifications by exception, as needed. As a core component of the Workforce Scheduler solution, Workload Manager integrates seamlessly with ADT systems to present current census, contact census, and patient flow as well as staff members who are scheduled and available to care for patients. Healthcare providers that have adopted an integrated approach to staff and patient management have achieved labor cost savings and improved both patient and staff satisfaction. Assign the right nurse to the right patient Workload Manager also automates the distribution of patients among your staff, reducing the time required to make fair, balanced, and safe assignments. Accounting for continuity of care, skills and certifications, and unit geography, Workload Manager automates the tedious work, allowing the Charge Nurse to evaluate assignments at a glance and to make necessary adjustments quickly and efficiently. Workload Manager supports nurse leaders by matching demand for care with the clinical labor supply.

9 STAFFING In healthcare, there s no such thing as a static schedule. Changes are inevitable, and your managers need the right decision-making tools to execute staffing adjustments efficiently. Minimize over- and under-staffing with whole-house visibility With Workforce Scheduler, you can quickly rebalance staff levels based on patient intensity and unit coverage. Our scheduling solution includes a staffing management feature that delivers a whole-house view of potential coverage issues across the organization. Nurse managers can see staffing issues and take real-time action in the way they prefer, including on a tablet. For example, they can view key coverage indicators and transfer employees between units simply by dragging and dropping. Use Workforce Scheduler s staffing management capabilities to balance coverage across the organization. React to scheduling changes swiftly and decisively When an employee unexpectedly calls in sick, the call list quickly delivers a prioritized list of qualified employees who could fill the shift. And by using SMS Quick Fill, you can fill the shift even faster with more automation.

10 Deal with staffing challenges ON YOUR TERMS With SMS Quick Fill, you define how shifts will be filled: on a first-come, first-served basis or with the most senior employee to respond within a specified time frame. Both managers and employees are automatically notified of shift acceptance, providing a fast and fair method of assigning available shifts. SMS Quick Fill-in Action 2:05 p.m. Lee calls in sick for a shift that starts at 3:00. 2:10 p.m. His manager flags Lee as absent, which creates an open shift. 2:11 p.m. Workforce Scheduler generates the call list a list of available and qualified candidates.! 3:00 p.m. Rob begins the shift at 3:00. Business as usual! 2:16 p.m. The manager receives a message that Rob is able to fill the shift; the schedule automatically updates. 2:15 p.m. A qualified employee accepts the shift via his mobile device. 2:12 p.m. Using SMS Quick Fill, the system notifies all candidates by text message. We have technology in place where people can remotely log in from anywhere to be able to schedule themselves. They can log in at any time of the day to see what is available when the schedules get posted, and the nursing leadership is able to approve or do whatever they need to do online. Jim Bosco, Vice President of Human Resources North Shore LIJ

11 FORECAST, SCHEDULE, AND STAFF: Key benefits of Kronos for Healthcare Scheduling Achieve appropriate skill mix to support quality care Improve visibility with whole-house views Minimize time spent managing staffing changes Rebalance staff based on workload and patient intensity Increase staff satisfaction through self-service and mobile capabilities Reduce labor costs by decreasing reliance on costly overtime and contingent labor Assign the right nurse to the right patient to ensure continuity of care Scheduling innovation and expertise you can trust With Kronos for Healthcare scheduling solutions, you can take advantage of powerful forecasting and scheduling functionality to automatically adjust your labor to match demand based on historical trends, patient volume, and employee preferences. Create best fit schedules that match labor to that demand. Increase employee engagement and retention through flexible scheduling and intuitive self-service. And do it all in minutes, not hours. All of this means less time managing schedules and more time focused on delivering high-quality, cost-effective care for your patients. Discover why more than 3,000 hospitals and 8,000 post-acute care and senior living facilities of all sizes rely on Kronos solutions. Discover Kronos for Healthcare today. With Workforce Scheduler, features like flexible views, color-coding, intuitive icons, and employee photos make it easy to plan and execute best-fit schedules that drive better patient and staff satisfaction.

12 Kronos is the global leader in delivering workforce management solutions in the cloud. Tens of thousands of organizations in more than 100 countries including more than half of the Fortune 1000 use Kronos to control labor costs, minimize compliance risk, and improve workforce productivity. Learn more about Kronos industry-specific time and attendance, scheduling, absence management, HR and payroll, hiring, and labor analytics applications at Kronos: Workforce Innovation That Works. Put Kronos Workforce Scheduler for Healthcare to work for you: kronos.com/healthcare Kronos Incorporated 297 Billerica Road Chelmsford, MA , Kronos Incorporated. Kronos and the Kronos logo are registered trademarks and Workforce Innovation That Works is a trademark of Kronos Incorporated or a related company. For a full list of Kronos trademarks, please visit the trademarks page at All other trademarks, if any, are property of their respective owners. All specifications are subject to change. All rights reserved. HC0213-USv1 Cert no. XXX-XXX-XXXX XX%