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Good morning.  Navigating staffing needs in our industry can be quite complex, especially when it comes to ensuring that all shifts are adequately covered.  It is always amazing to me to hear from operators who really don’t have a good grasp on what their needs truly are.  Whether it’s vacant positions, FMLA, light duty, call-outs, PTO it all adds up to a percentage of shifts being unfilled and care potentially not being delivered.

To help you maintain optimal staffing levels, today’s article will guide you through a practical formula to determine how much agency or PRN staff you may need each week. This approach will empower you to manage your staffing resources more efficiently and ensure continuous care for your residents.

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Step-by-Step Breakdown of the Staffing Formula

1. Calculate Open Shifts:

First, determine the average number of Full-Time Equivalents (FTEs) positions that are unfilled at your facility. Multiply this number by 40 (the typical number of hours worked by one FTE per week) and then divide by 8 (the typical length of a shift in hours.  If you use 12 hour shifts, divide by 12 instead of 8). This calculation gives you the total number of open shifts that need to be covered due to vacancies.

Formula:

(Average Number of Open FTEs) X 40/8 = Total Open Shifts

2. Add Shifts for Absences:

Next, add the number of shifts that will be vacant due to staff on FMLA (Family and Medical Leave Act) or other types of leave. Similar to the first step, take the number of FTEs on leave, multiply by 40, then divide by 8.

Formula:

(Number of FTEs on leave) X 40/8= Shifts open due to leave

3. Adjust for Real-World Needs:

Add the results from steps 1 and 2 to get the total number of shifts that must be covered. To account for unforeseen absences and other staffing fluctuations, multiply this total by 1.2. This adjustment helps ensure that you are not just meeting the bare minimum requirements, but are also prepared for unexpected staffing needs due to call outs, PTO, and other absences.

Formula:

Total open shifts + Shifts due to leave X 1.2 = Total shifts to be covered

Implementing the Formula

With this formula, you can accurately estimate the number of shifts you need to fill each week with PRN staff or agency workers. For example, if you have an average of 3 open FTEs and 2 FTEs on FMLA or other leave, the calculation would be as follows:

•  Open shifts:  (3 X 40 / 8) = 15  shifts
•  Shifts for leave:  (2 X 40 / 8) = 10  shifts
•  Total required coverage:  (15 + 10) X 1.2 = 30 Shifts per week*

*If your team follows an every other weekend schedule, know that 15 of the 30 shifts you need to fill will be weekend shifts.

Actionable Takeaways

• Assess Regularly: Continuously monitor and update your staffing needs based on the actual situation at your facility.
• Bolster Your PRN Pool: Utilize resources such as  Shiftkey to ensure you have reliable access to qualified individuals and professionals to meet your staffing needs.
• Plan Ahead: Proactively planning for your staffing needs using this formula can prevent last-minute scrambles and ensure smoother operations.

By effectively using this formula, skilled nursing leaders can enhance their staffing strategies, ensuring that quality care and support are consistently delivered to residents.

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Whenever you're ready, there are a couple of ways I can help you.

1. Leverage our partnership with CEUSrEZ and purchase NAB-approved, online, self-paced, continuing education courses at a 20% discount here.
2. Use our free AI-powered Chatbot trained on all 900 pages of CMS Nursing Home Regulations plus proprietary processes and information from decades of skilled nursing leadership experience.  Click here.
3. Coming soon in May 2024.  Stay tuned!
    

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