Together With

Good afternoon.  We're jumping back into our series, covering all aspects of providing flexibility for your teams.

Part 1 covered how you can empower your team by connecting each team member to their shift counterpart and then expanding the connections to their entire 24-hour counterparts.  

Part 2 dove into implementing the ultimate culture of flexibility by utilizing my framework with the support of technology.

Today we're breaking down float and flex pools.  What they are, how to create a program, and how to operate an effective float pool program.

Elevate your operation 

One of the best things you can do to add some ink to the schedule and provide further scheduling flexibility to your frontline teams is to revamp (or create, if you don't have them) your float and flex programs.

Let's first define the two terms we will reference.

Float= A full-time or part-time employee who works a set amount of hours/week but may cover different assignments, units, and shifts based on the community's needs.  They do not work a consistent weekly or bi-weekly rotation.

Flex= An employee who is neither full-time nor part-time but is bound by a minimum shift per month requirement.  Sometimes referred to as PRN or per diem.

Most communities and facilities have a flex pool but underutilize it.  Most facilities and communities are missing a float pool altogether.

Here is how you can implement and better leverage your flex pool.

Flex

First, review your shift requirements for your flex pool.  If it's something minimal like "two shifts per month, one of which is a weekend shift," get with your HR team and increase it.  Managing, calling, and dealing with employees who give you a couple of monthly shifts is only wasting your time. 

Look to increase the flex requirement to at least 4+ shifts per month, including two weekend shifts per month.  

Do this, and you will instantly get double the shifts covered without hiring a single person. 

If you have flex employees at risk of leaving due to the new requirements, check to see how many shifts they've covered for you in the past 30 days.  If they've been picking up, offer them a float position based on the details below.  If they haven't been picking up shifts, let them go.

Float

As mentioned above, float positions are underutilized in the senior living and SNF industry and offer an excellent opportunity for flexible jobs with consistent hours and wages for your employees. 

They are essentially your in-house agency.  Unlike agencies, float employees are committed to your organization by providing consistent hours and cost less.

Your float program should include premium pay for those employees.  I tend to land around $3/hour above base for part-time and $5/hour above base for full-time.  You're paying a premium to these employees because they're offering you a commitment that they will pick up hours based on the community's needs.

The program itself is relatively simple.  

First, determine the FTEs you need.  The formula I rely on looks something like...

Average leave utilization (FMLA, ADA, etc.)+ non-productive utilization (vacation, PTO, sick time, Covid impact)+ 10% of total scheduled hours (to offset vacancies). 

For example, if you average 80 hours per week of FMLA + 100 hours/ week of non-productive + 10% of total shift hours, you may land at 280 hours/ week of coverage needed.  You need enough flex and float hours to cover 280 or 35 eight-hour shifts each week. 

For this example, your float pool could support seven full-time employees.  Seven full-time employees x 40 hours each= 280 total hours of coverage.

To operationalize the float program, utilize the cadence we described last week for implementing self-scheduling.  At least 30 days out, present your group of floats with the current open shifts within the schedule.  In addition, with the team's input, you will need to determine a rotation or system for ensuring the team has fair access to their preferred shifts.  Usually, a set rotation is the most acceptable system.  Whoever picks their shifts first this month picks last next month.

Once your floats have picked their shifts, you follow the same process with your flex employees.  Lock them into your schedule and repeat the process each month.

There are several benefits to implementing a float program.

1.  Float employees cost less than an agency

2.  Float programs provide promotional opportunities for your frontline teams

3.  Float programs provide stability within your schedule

4.  Advertising your float rates in the market will attract more resumes

5.  Float programs provide flexible scheduling for team members

6.  Float rates are a great tactic to convert flex employees into full-time employees

It works.  Give it a try and let us know.  Good luck.

Partners We Love

Together With HealthDrive

HealthDrive has over 30 years of experience as the leading provider of on-site healthcare services in long-term care. With nearly 500 medical and dental professionals and one million patient encounters per year, HealthDrive is fulfilling its mission "to elevate health outcomes and improve the quality of life." HealthDrive offers a variety of Dental, Podiatry, Optometry, Audiology, and Mental Health services within their markets. Innovative technology, administrative and regulatory support, as well as reliability, are just a few of the things that drive HealthDrive's commitment and continued success.

Not only is HealthDrive a partner of NHA Stand-Up, but they're also a partner I have utilized in the communities I support for years. Their model, ability to execute consistently, and reliability are spectacular. If you're interested in learning more, visit their website here and reach out to Rachel Wells at rwells@healthdrive.com.

Grab your coffee cocktail and make it a great day evening.  We appreciate you and your dedication to your team and residents. -Thank you!