Improve Healthcare Operations With Clinical Workforce Analytics

Scheduling-AnalyticsWith rising labor costs,1 growing expenses, falling EBITDA, and decreasing operating margins,2 healthcare organizations need new strategies for controlling costs and improving operational efficiency. While analytics are often used to inform strategic decision making such as supply chain management, some healthcare organizations are missing the opportunity to use analytics to maximize their most important resource: their clinical workforce.

Let’s explore how an advanced provider scheduling solution can deliver analytics that play an essential role in improving healthcare operations.

Four Ways Workforce Analytics Improve Operations

  1. Reduce waste by adjusting staff levels to meet trends in patient demand.
  2. Ensure patient access and minimize leakage by maximizing clinical capacity across locations.
  3. Improve provider retention by increasing work-life balance and schedule autonomy.
  4. Optimize clinical staffing models to enhance productivity.

1. Reduce Wasted Resources

Advanced scheduling analytics allow your organization to identify trends in patient demand and service utilization across locations and departments to adjust staffing levels over time. You can analyze demand for specific services, determine the number of clinicians needed to deliver those services for a given timeframe, and reduce staff and labor costs when patient demand tends to be lower. Here is an example:

The Chief of Surgery wants to better understand seasonal trends in patient demand for elective surgeries. He runs a report and finds that case numbers are much lower during January and February. With granular insights into provider supply and patient demand, he is able to project exactly how many surgeons are needed during each shift. He asks the department scheduler to reduce staffing levels for January and February.

2. Ensure Patient Access

After using analytics to identify trends in patient demand, you can respond to rising demand by proactively increasing staff levels to improve patient access and increase revenue. For example:

The Emergency Department’s Medical Director runs a report and finds that during the summer months, the need for pediatric emergency care greatly increases. Currently, the team only staffs a single pediatric emergency physician. The Medical Director contacts the department scheduler and requests for a pediatric advanced practice provider to be added to the schedule for June through August.

In the example above, the ED has both increased patient access to pediatric emergency care and increased clinical capacity—helping the department generate more revenue based on a particularly common type of service for the specific timeframe.

3. Improve Provider Retention

A key approach to cost reduction is to improve provider retention. Replacing a single physician can cost anywhere from $500,000 up to $1 million, according to the American Medical Association (AMA).3 That means focusing on provider satisfaction and retention could save your organization hundreds of thousands of dollars.

According to the 2020 Medscape National Physician Burnout & Suicide Report, spending too many hours at work is a key contributor to provider burnout.4 But what is the definition of “too many hours” and how can you help prevent provider schedules from reaching the threshold?

Scheduling analytics help ensure that certain shifts, like weekends and call, are evenly distributed across a team of providers. You can also share reports with your team that show even shift distribution to eliminate any possible suspicion of unfairness, which may not completely eliminate the issue of spending too many hours at work, but it helps address a source of provider dissatisfaction.

4. Optimize Staffing Models

Not all providers and care team members are alike. Some prefer to work more than others, some practice part-time, and they each vary in their preferences and productivity levels, making it challenging to optimize staffing models by specialization and availability alone. Advanced reporting provides the detail needed to enhance your organization’s staffing models for productivity.

Over time, you can note which providers are more productive during specific shift times to create rules that schedule individual providers for their most productive shifts as needed. You can also review the larger impact of certain staffing models on productivity and adjust your scheduling rules on a macro level. Without scheduling analytics, this type of insight and optimization is nearly impossible. With the evolving demands and expectations in healthcare, it is also essential.

Interested in improving operations, reducing labor costs, and increasing patient and provider satisfaction with better clinical scheduling?

Learn more about the clinical workforce analytics available in our Optimized Provider Scheduling solution and how they can enhance your organization’s operations.

 

  1. Labor Management Trends, Healthcare Financial Management Association, Navigant, Aug. 2018: guidehouse.com/-/media/www/site/insights/healthcare/2018/navigant-hfma-2018-labor-pulse-survey.pdf
  2. Hospital profitability withers in November as volumes, revenues lag, Becker’s Healthcare, Morgan Haefner, Becker’s Healthcare Review, Jan. 2, 2020: beckershospitalreview.com/finance/hospital-profitability-withers-in-november-as-volume-revenues-lag.html
  3. At Stanford, physician burnout costs at least $7.75 million a year, American Medical Association, Sara Berg, American Medical Association, Nov. 17, 2017: ama-assn.org/practice-management/physician-health/stanfordphysician-burnout-costs-least-775-million-year
  4. Medscape National Physician Burnout & Suicide Report 2020: The Generational Divide, Medscape, January 15, 2020: medscape.com/slideshow/2020-lifestyle-burnout-6012460 – 5

Manage Patient Surge with Advanced Provider Scheduling

Patient Surge: Meet Demand with Optimized Provider Scheduling

A key part of any emergency preparedness plan is ensuring patients have access to the care they need—when they need it! During any widespread emergency or disaster, every healthcare organization—whether it’s a small local practice or a large health system—must ensure it has the tools in place to meet unexpected patient surge. One of the most important tools for responding to rising patient demand during a crisis: an advanced provider scheduling solution.

Ensure Patient Access by Responding in Real Time

Unpredictable circumstances call for quick responses. An advanced provider scheduling solution enables an organization of any size to respond to unexpected patient surge in real time. Let’s walk through an example.

A natural disaster occurs near Central Hospital, a medium-sized acute care facility. The emergency department is not adequately staffed to meet the increase in patient demand. The department’s administrator launches the scheduling solution and sends a communication to all the department providers not already working to request additional coverage. When providers accept, they are immediately added to the schedule so they can report to the emergency department to provide coverage. The ability to make these quick changes might mean that a patient who otherwise would have had to wait longer due to overwhelmed clinical staff can now get the urgent care they need at the right time.

In addition to providing administrators the ability to communicate with clinical staff, an advanced scheduling solution also enables providers to easily communicate with administrators if emergency circumstances prevent them from being able to cover a shift. Instead of sending emails back and forth to colleagues and administrators trying to find shift coverage, providers can simply send a shift swap request to all available colleagues from the mobile application in less than a minute. When a colleague accepts the request, the change is reflected in real time for all team members to see.

Increase Visibility Across Locations and Departments

In a crisis, visibility into who is working where is key. Without a centralized scheduling solution, healthcare organizations lack both a single source of truth for evaluating staffing needs across locations/departments and the ability to quickly enact staffing changes.

For a hospital, enhanced visibility allows administrators and clinical leaders to ensure adequate staffing across several departments. For example, at a northern California hospital preparing for seasonal wildfires, administrators can evaluate coverage to ensure contingent departments, like the emergency department and the burn unit, have an adequate number of scheduled providers to respond to incoming wildfire injuries.

This level of visibility also enables health systems and multi-site group practices to evaluate staffing needs across all in-network locations in order to meet patient demand. For example—a multi-site group pediatric practice may offer weekend visits with exclusive hours at a specific practice location during flu season; with enhanced visibility administrators can predict weekend shift coverage needs and equitably allocate the appropriate amount of clinical staff to that specific location based on patient demand.

Enhance Communication & Collaboration Workflows

Particularly for a hospital or health system, improved schedule transparency not only allows leaders to make informed staffing decisions, but also empowers care teams to better communicate and collaborate. Collaboration between different specialty departments or providers across locations is essential during an emergency response.

For example:

During a surge in patient admission to the hospitalist department, an administrator makes a request for additional hospitalist coverage. As additional coverage is required, it is essential the coverage updates to the schedule are accessible to all care team members in real time, assuring your team the right messages are delivered to the right provider at the right time. With a scheduling solution, you ensure schedule changes are visible in real time, so your staff can easily contact the correct providers quickly—launching a call, text, or email to a provider directly from the application.

Ensure Ample Coverage in Any Crisis with an Agile Scheduling Solution—Launched in Just 48 Hours

The benefits of a scheduling solution for emergency preparedness are wide-ranging, but scheduling solutions can take up to three months to implement. Need an immediate scheduling solution to prepare your organization for patient surge? Learn more about our Rapid Surge Scheduling solution which is ready to launch just 48 hours.

Optimized Scheduling Drives Hospitalist Satisfaction

31% of hospitalists are not satisfied with their schedules.

Today’s Hospitalist 2019 Career & Compensation Survey reveals that hospitalists are unsatisfied with their schedules, citing a lack of flexibility, inability to take vacation, and inequitable distributions of shifts like weekend and call.1 Other top complaints included burnout, administrative tasks, and an overwhelming patient census.

One root cause of these issues? Ineffective provider scheduling.

Learn how optimized scheduling can increase hospitalist satisfaction at your organization by incorporating provider preferences, simplifying scheduling workflows, and aligning provider supply with patient demand. Click the image below to download the infographic.

To learn more about how PerfectServe can support better hospitalist scheduling at your organization, click below to contact one of our Scheduling Specialists.

 

 

1. Today’s Hospitalist 2019 Career & Compensation Survey: todayshospitalist.com/salary-survey-results/