Wednesday December 4, 2024

The long-term care (LTC) industry is consistently challenged by the need to maintain adequate staffing levels while managing the reality that many healthcare professionals work multiple jobs. This issue is worsened by staff shortages, changing regulatory requirements, and the financial pressures that employees experience. As a result, scheduling conflicts arise, disrupting operations and negatively affecting the quality of care provided to residents. 

In this blog, we’ll explore the root causes of scheduling conflicts in long-term care, their impact on facilities and employees, and how innovative solutions like Vocantas’ automated shift-filling technology can help address these issues. 

The Multi-Employer Reality in Long-Term Care 

Healthcare professionals in LTC often work for multiple employers, a trend driven by economic necessity, limited full-time opportunities, and industry-wide staffing shortages. This reality creates a complex environment for scheduling, with overlapping shifts and last-minute conflicts being common. Here are some key statistics and factors behind this trend: 

Declining Workforce: According to the Agency for Healthcare Research and Quality (AHRQ), there were 8.4% fewer nursing and residential care workers employed in January 2023 compared to January 2020. This reduction has left facilities struggling to fill critical positions, forcing many to rely on staff who are already working elsewhere. 

Staffing Compliance Challenges: The American Health Care Association (AHCA) notes that four out of five nursing homes cannot meet the requirement to have nurses on staff 24/7. When combined with new staffing requirements, only 6% of long-term care facilities can meet compliance standards. This shortfall creates a heavy reliance on staff with multiple employers to meet operational needs. 

Financial and Employment Insecurity: Among care aides working additional jobs outside LTC homes, 73% cite financial necessity as the primary motivator, while 17% report an inability to secure full-time positions. These challenges lead many employees to take on multiple jobs, further complicating scheduling logistics. 

The Impact of Scheduling Conflicts 

The multi-employer dynamic in LTC has significant repercussions for both employees and employers. 

Operational Disruptions 

Scheduling conflicts, particularly among staff working at multiple facilities, often result in unfilled shifts and inconsistent coverage. This creates a ripple effect: 

• Resident care may suffer due to insufficient staffing. 

• Administrators spend excessive time manually filling shifts, diverting resources from other critical tasks. 

• Facilities face higher operational costs from overtime and reliance on expensive agency staff. 

Regulatory Risks 

In response to the COVID-19 pandemic, public health measures like single-site orders were implemented to reduce cross-contamination risks. While these restrictions have eased, facilities must remain prepared to comply with similar directives in the future. Scheduling staff with multiple employers in this context requires careful tracking and compliance measures, adding another layer of complexity. 

Employee Burnout and Turnover 

For employees, juggling multiple jobs often leads to excessive hours, long commutes, and diminished work-life balance. Burnout becomes a serious risk, leading to reduced productivity and higher turnover rates. This, in turn, perpetuates staffing shortages, creating a vicious cycle. 

Common Scheduling Challenges in Long-Term Care 

The LTC sector’s staffing and scheduling challenges are not new. Common issues include: 

Last-Minute Call-Outs: Unplanned absences disrupt carefully crafted schedules and increase reliance on overtime or temporary staff. 

Inefficient Manual Scheduling: Many facilities still use outdated methods like spreadsheets, which are prone to errors and time-consuming to manage, especially for multi-employer staff. 

Unequal Shift Distribution: When shifts are distributed unevenly, it can lead to dissatisfaction among employees, impacting retention and morale. 

These challenges are exacerbated in environments where staff split their time between multiple employers, making it even harder to ensure consistent and equitable scheduling. 

The Solution: Automated Shift Filling with Vocantas 

Vocantas’ automated shift-filling solution offers a transformative approach to addressing scheduling conflicts in LTC. Integrating seamlessly with workforce management systems helps facilities optimize scheduling processes, reduce administrative burdens, and improve staff satisfaction. 

Key Features and Benefits

Real-Time Shift Filling: Vocantas automates the process of notifying staff about open shifts, enabling facilities to fill vacancies quickly and efficiently. This eliminates the need for time-consuming manual outreach and ensures that shifts are covered without delay. 

Regulatory Compliance: Vocantas helps administrators maintain compliance with labor laws, union agreements, and public health directives. For instance, during periods of single-site orders, the platform can track employee assignments and ensure adherence to regulations. 

Improved Employee Engagement: By offering staff the flexibility to accept or decline shifts through a mobile or desktop app, Vocantas empowers employees to manage their schedules effectively. This feature not only reduces burnout but also improves job satisfaction and retention. 

Enhanced Operational Efficiency: Automating the shift-filling process frees up valuable administrative time, allowing managers to focus on other priorities. It also reduces costs associated with overtime and agency staff, contributing to overall financial sustainability. 

Driving Change Amid Staffing Shortages 

With ongoing workforce shortages in LTC, efficient scheduling is more critical than ever. Automated solutions like Vocantas enable facilities to adapt quickly to changing circumstances, ensuring that residents receive high-quality care even in the face of staffing challenges. By leveraging technology, administrators can create a more flexible and resilient workforce capable of meeting the industry’s demands while supporting employees’ needs for financial stability and work-life balance. 

A Real-World Example 

Consider a mid-sized LTC facility grappling with high turnover and frequent scheduling conflicts. Using Vocantas’ automated shift-filling solution, the facility could see the following operational efficiencies:

• 50% Reduction in Time Spent on Scheduling: The platform streamlined the process of filling shifts, freeing up administrative staff for other tasks. 
• 25% Decrease in Unfilled Shifts: Real-time notifications and employee self-service options improved shift coverage and reduced reliance on costly temporary staff. 
• Improved Employee Satisfaction: Staff reported greater control over their schedules and fewer instances of burnout, leading to better retention rates. 

Overcoming scheduling conflicts in long-term care requires a proactive approach. By adopting innovative solutions like Vocantas, facilities can streamline their scheduling processes, reduce operational disruptions, and create a supportive environment for employees. 

As the LTC industry continues to navigate staffing shortages and evolving regulations, embracing automation is not just an option—it’s a necessity. 

Conclusion 

Scheduling conflicts stemming from multi-employer arrangements are a significant challenge for long-term care facilities. However, these challenges can be addressed effectively with the right tools and strategies. Vocantas’ automated shift-filling solution offers a path forward, enabling facilities to optimize their workforce management, improve employee satisfaction, and deliver exceptional care to residents. 

Ready to transform your scheduling process? Learn more about how Vocantas can help your facility overcome scheduling conflicts and thrive in today’s complex LTC landscape.