SHORE HEALTH SYSTEM DEPARTMENT OF NURSING POLICY

Transcription

1 SHORE HEALTH SYSTEM DEPARTMENT OF NURSING POLICY Attachment EP11s, Department of Nursing Scheduling Policy Page 1 of 6 SUBJECT: DATE ESTABLISHED: 3/81 REVIEWED/REVISED: 11/00, 2/02, 11/05, 1/06, 1/07, 2/10 REVIEWED: 11/08, 10/11 CROSS REFERENCE: PURPOSE: To provide consistent / standardized guidelines to staff for the completion of the time schedule. SCOPE: RN, LPN, CNA, Monitor Technician, Unit Secretary POLICY: 1.0 Completion of Time Schedules 1.1 Unit schedules will be completed by the date due to the Staffing Office for addition of supplemental staff. (See attached Table of Schedule Dates) Core staff that desire additional shifts above their hire status may be added to the schedules prior to submission to the staffing office as long as the additional shifts will not result in overtime Unit based relief staff will be included in the submitted schedule only in the event that a staffing need exists Schedules must reflect even coverage across shifts and dates at the time of submission. 1.2 No changes are to be made at the unit level from the date due to the Staffing Office until the date supplemental scheduling is complete. (See third column of attached table of schedule dates) 1.3 Once the supplemental staff are added and the schedules are returned to the managers/units, staff may sign up for additional shifts on the sign up sheet provided by the staffing office If supplemental staff are assigned to a unit, and an employee wishes to trade shifts or dates with another member of the staff, they may

2 DEPARTMENT OF NURSING: Page 2 of 6 discuss this with that supplemental staff person and if they agree, an even trade may be made. These changes must be supported by the manager and entered into One Staff. Example: A per diem nurse is scheduled for a night shift on 3/8 and one of the staff is scheduled to work the night shift on 3/9. The nurse wants the night of 3/9 off and is willing to work 3/8. If both staff agree, the change can be made. 1.4 Schedules are considered FINAL on the dates indicated in the fourth column of the attached table of schedule dates. 1.5 Changes to FINAL Schedules 2.0 Scheduling Changes to final schedules may only be made as even trades, (skill level for skill level, shift for shift) Changes are to be entered into One Staff at the unit level or submitted to the Staffing Office by or phone message by the Manager or Clinical Coordinator Changes submitted by staff without management approval will not be accepted and will be returned to the manager Additional time off is only to be granted for EMERGENCY situations approved by the Manager. 2.1 No employee shall routinely work longer than seven(7) consecutive days Without a scheduled day off. 2.2 No staff will be scheduled to work 60 successive hours without a day off unless approved by Director. 2.3 Regular Full-Time and Part-Time employees are scheduled to work two (2) weekends out of four (4). 3.0 Unit-Based Relief Employees 3.1 Relief employees are employed in an authorized relief position for the primary purpose of providing supplemental staffing resources Requirements of Relief Employees: To be available to work eight (8) hours hours per four-week schedule or 104 hours per

3 DEPARTMENT OF NURSING: Page 3 of Benefits 4.0 Requests year as needed by the unit Meet all unit and organization mandatory educational requirements Participates in an annual performance appraisal and competencies Failure to meet the requirements results in: A letter being sent to the last known address, informing the employee of the intent to end the employment relationship If there is no response, a Personnel Action Request (PAR) will be submitted and the employee will be terminated retroactive to the last day worked. 3.1 There is no guarantee of hours and relief employees may be canceled from their scheduled shift at any time before or during their shift. 4.1 Requests should be submitted to the Manager or designee, in writing, as determined by the unit manager or as indicated in unit-based scheduling guidelines. 4.2 Requests are granted when possible A granted request will appear on the time schedule with an "R" above the requested time off. 5.0 Paid Annual Leave (PAL) / Vacation Request 5.1 PAL / Vacation time will be requested through the Manager. 5.2 If more than one request for PAL / Vacation occurs in the schedule for the same weeks, the Manager will review the needs of the unit and will make the final decision on the number of employees that can be granted leave at the same time. Decision will be based upon the following: Job class of employees.

4 DEPARTMENT OF NURSING: Page 4 of Time of year and trends in census patterns When request was made Circumstances surrounding request. 5.3 Vacation requests will appear as a V on the time schedule. 6.0 Holidays 6.1 Holiday schedules are determined by the Manager. 6.2 All Regular Full-Time and Regular Part-Time employees are required to work either Christmas or New Year's holiday. 7.0 Cancellation of staff Holiday trade-off may occur with the Manager's approval Exceptions will be made for employees working in departments normally closed on holidays, i.e. Surgical Services Holiday time will appear as an H on the time schedule. 7.1 It is the intent of SHS to minimize the cancellation of regularly scheduled shifts for benefited staff. SHS recognizes that in order to have the appropriate number of staff to care for patients requires the creativity, flexibility and cooperation of both management and clinical staff. In order to attain this goal, SHS has instituted the following guidelines Staff cancellation will occur in the following order Travelers on overtime Agency Core staff on overtime plus bonus Volunteers to stay home Travelers through Chesapeake Registry (up to the guidelines of the contract) Supplemental staff on overtime Core staff on overtime Core staff on bonus shifts SHS supplemental staff Unit based relief staff

5 DEPARTMENT OF NURSING: Page 5 of Core staff Volunteers that would like the shift off, will be noted as requested time off in One Staff If no volunteers, the following will be utilized: The unit-based guidelines supported by Nurse Executive Team or The unit-based logs for cancellation Cancellation of core staff will not exceed 40 hours of regularly scheduled shifts in a fiscal year Cancellation in a pay period will not exceed 12 hours Does not include hours above an employee s hire status. The intent is that an employee will work no less than the total annual hours of their hire status minus 40 hours. Example: An employee that is hired as a 0.9 FTE is expected to be scheduled to work 1872 hours annually. These hours include days off with pay (holidays, scheduled vacation, unscheduled sick time, FMLA, etc.). In this example, a 0.9 FTE would work 1832 hours annually. Whenever an employee works additional hours, these hours become a part of the 1832 hours in the above example When shift cancellation is necessary It will occur in 4 hours increments Core employees will only be cancelled for 4 hours once in a shift. (e.g. If scheduled 0700 to 1930 and not needed at 0700, the employee will be cancelled until If still not needed at 1100, staffing needs at 1500 need to be determined. If the employee will be needed at 1500, the employee will be offered the option to volunteer to stay home until 1500 hours or the employee will be expected to report to work at If it is determined that the employee will not be needed at 1500, the employee will be cancelled at 1100 for the remainder of the shift.)

6 DEPARTMENT OF NURSING: Page 6 of In the event that a scheduled shift require cancellation, SHS will make every effort to give benefited employees 60 to 90 minutes notice prior to the start of the scheduled shift that they are not needed. SHS recognizes that this is not always possible and reserves the right to cancel hours with less notice If an employee has been cancelled for the initial part of their scheduled shift, they must have directly communicated with the staffing office or management to determine if they need to report for the remainder of the shift Any core employee that voluntarily rearranges their typical work schedule to accommodate unit needs (e.g. typically scheduled 0700 to 1930 but unit need is 1100 to 2330) will not be cancelled for that shift. Other staff may be cancelled but this employee is exempt for this shift. H:\POL-PRO\SCHEDULING