Resource planning and optimization for the health care sector

Transcription

1 Resource planning and optimization for the health care sector Advanced solutions for demand forecasting and staffing, shift scheduling and capacity balancing

2 ORTEC provides an integrated solution in the field of capacity planning and scheduling ORTEC optimization for better results in health care ORTEC is a global leader in the field of health care optimization, and its flagship workforce scheduling solution is setting new benchmarks in workforce engagement, patient support and staff administration. Taking the work out of health care workforce scheduling Scheduling staff in a constantly changing 24/7 environment can be tough. It takes time. It takes a lot of your resources. Getting it wrong can have huge consequences, ranging from compromising patient care, cost blow-outs through to staff dis-engagement and retention challenges. It takes an in-depth knowledge of staff skill sets and availability to ensure the right people are scheduled at the right time for the right duties. It needs to take into account the preferences of your individual permanent and casual staff and must always look to optimize your staff resources. All of that adds up to more time being spent by senior clinical staff managing rosters rather than focusing on the delivery quality health care. The scheduling of skilled staff takes place in an environment where compromises are constantly made between what are sometimes conflicting interests. Your targeted quality of care levels, individual staff preferences, financial constraints and regulatory requirements all contribute to a delicate balancing act that s not easy to manage. Legal frameworks ORTEC s scheduling solution Wishes and preferences Optimization in planning Health care quality takes the restrictions, wishes, preferences and interests of the various interested parties into consideration. Financial constraints 2 ORTEC Resource planning and optimization

3 ORTEC has the right solution for every health care sector With ORTEC s workforce scheduling solution, you get a constant view of your staff and can instantly match needs with skills and availability - improving health care quality and letting you provide more care with fewer people. But it doesn t stop there - the scheduling system can also extend to other resources such as theatres and theatre staffing. A view from the top The reason ORTEC s workforce scheduling solution is such a powerful tool is because it takes an integrated approach to staff planning, and puts you in the driver s seat when it comes to managing workforce rules. It sets schedules based on your hierarchy of preferences - so it looks at all available resources and then assigns them based on your requirements. ORTEC Workforce Scheduling can pull all the essential information needed to generate consummate rosters from other systems and then update systems to ensure accurate cost allocation and most importantly, ensure that staff are paid accurately for the work that they do. ECD/EPS ZIS Health care quality intramural Financial frameworks extramural customer planning Care invoicing CRM capaciteitsplanning budget & control Registration HR personnel scheduling student scheduling flexpool self-scheduling Hours remuneration Complete concept In cooperation with a number of partners, ORTEC offers a complete concept for scheduling legal frameworks wishes and preferences clients and planning work schedules. The solution also lets staff influence scheduling outcomes. Through Employee Self-Service, they can make themselves available for extra shifts, ask that they not be scheduled for duty on a specific day or make any other request that is relevant to the rostering system - all contributing to increased staff satisfaction and retention. Resource planning and optimization ORTEC 3

4 Powerful support for your staff scheduling Proven and powerful results ORTEC solutions are implemented in hundreds of health care organizations globally, including some of the largest academic hospitals in Europe, with more than 500,000 staff being rostered by ORTEC software. On average, ORTEC clients have: Reduced the time spent on developing and maintaining staff schedules by 30% Reduced the time spent managing shifts and payroll administration by 25% Reduced the time spent recording, managing and administrating leave by 50% Reduced external contract costs for temporary workers by 5% Reduced instances of sick leave by 1% Integrated approach An organization s staffing capacity is made available from different sources distributed around the organization. ORTEC Workforce Scheduling finds the best solution from the total staffing capacity using an integrated approach. This prevents the need to hire in extra capacity from one organizational unit, while there is overcapacity elsewhere. ORTEC uses a layer model, assigning personnel to the right place at the right time, moving through layers of larger potential sources of candidates to ensure you are able to deliver quality services. Employment agency On-call employees (0-hour contracts) ORTEC layer model The optimal utilization of staffing capacity through an integrated approach to staff scheduling Flexpool Other departments Department 4 ORTEC Resource planning and optimization

5 Integrated approach Layer 1: The department Your organization s capability ability to deal with your demand begins with optimal scheduling at the department level. The first step is the creation of a shift schedule closely matching your organization s services delivery needs: Flexibility per employee Flexibility at the employee level enables managers to let employees work above or below the average working hours in certain periods, without extra costs. A key advantage of ORTEC Workforce Scheduling is that you can see in advance which months require either more than or less than average capacity. Holiday planning ORTEC Workforce Scheduling gives you essential insights so you can advise employees of the best time to take holidays, ensuring there is no shortage of staff when most required. Ad hoc changes Your organization s capability ability to deal with your demand begins with optimal scheduling at the department level. The first step is the creation of a shift schedule closely matching your organisation s services delivery needs: Candidates for Shift tool ORTEC Workforce Scheduling s base module includes powerful functionality to find candidates for shifts. You can quickly find suitable candidates for shifts in unexpected situations like staff absences. It can nominate a suitably qualified employee who also has sufficient work contract hours available, whilst ensuring that the shift allocation does not violate the working time regulations. Layer 2: Cooperation between departments If you have no one available from your department to fill shifts, ORTEC Workforce Scheduling supports multi-department planning, with visibility of employee availability from one department in order to relieve any bottlenecks in another. You can see if the allocated capacity for a department is higher or lower than the actual demand. The costs associated with the reallocated employee are then directly applied to the correct department. It is also possible to flag employees as available where one department has a low care demand relative to its workforce capacity. Your organization is then able to allocate all available internal capacity, before assigning more expensive temporary external resources. Centralized Planning Creates an organizational overview that provides a central planner visibility of all schedules for centralized oversight to resolve problems and efficiently manage workforce capacity. Layer 3: Flex Pool Many organizations establish a centralized Flex Pool with additional personnel that can be assigned on demand to deal with variations caused by sickness, special leave and training, all of which can differ greatly between departments. If each department s capacity to deal with these issues is handled on an individual basis, there is a risk that capacity will not be used optimally, e.g. one department has ample capacity due to only a small number of sick days, whilst other departments suffer big shortfalls. The Flex Pool can be used to optimally allocate personnel throughout all departments when a real demand for extra capacity arises. Flex Pools can also become an important source of recruitment for new employees for the organization. Resource planning and optimization ORTEC 5

6 The optimal utilization of staffing capacity through an integrated approach to staffing Support with ORTEC Flex Pool module The Flex Pool module is the next integrated step in optimal usage of personnel capacity. Flex Pool capacity is checked and personnel allocated to required shifts, with full visibility of key shift information such as request date, times, requesting department, required function, qualifications etc. Layer 3a: Assignment of both fixed and zero-hour contract employees Flex Pool staff may have either fixed-term contracts or zerohour contracts and capacity needs to cover anticipated sick and other types of leave. Fixed-hour contracts offer employee security and therefore play an important role in employee retention, while zerohour contract add additional flexibility to handle more extreme demand variations. ORTEC Workforce Scheduling supports both types of contracts. Fixed contract employees can be assigned to a department on a fixed-hour basis, with remaining hours allocated back to the Flex Pool. You can view the availability of both fixedhour and zero-hour contract employees, because departmental shift rosters are also visible in the Flex Pool roster. This prevents shift overlaps or violations of the working time regulations for each scheduled employee, even when they work for several different departments and/or the Flex Pool. Layer 3b: Assignment of temporary resources employees In the event that the shifts cannot be completely covered with permanent staff, rather than turning to expensive external temporary workers, with the Employee Self Service module, in conjunction with the Shift Bidding module, candidates can be found from within the organization. You can open single or multiple shifts for bidding. Temporary staff can log into Employee Self Service and immediately view the available shifts that match their skill sets - they can then select the shifts that they want to work and you can instantly see which shift has been covered. Layer 4: Enlisting the support of the Temp Agency One of the main benefits of ORTEC Workforce Scheduling will be the reduction of the costs of engaging external agencies for temporary staff. Arrangements with temp agencies can be improved when the requirements are centrally coordinated instead of being planned by each individual department. ORTEC Workforce Scheduling also provides the functionality, along with the necessary restrictions, to enable Temp agencies to have their own access to manage your requirements. Shift Bidding tool ORTEC Workforce Scheduling s Shift Bidding tool enables planners to advertise a shift internally, providing visibility of the opportunity to other people, either within the department or across the organization. There are three options available to planners, the first being shift picking based purely on the order of application, the second where the planner choses the successful applicant and the third where the system decides based on criteria. Integrated planning with ORTEC Workforce Scheduling During the entire planning process, departmental planners can check the status of shifts assigned to the Flex Pool. Is the shift being processed? Is the shift being planned? Once a shift has been confirmed as planned, the names of individual Flex Pool employees will immediately appear on their rosters. As ORTEC Workforce Scheduling also incorporates temporary workers on both fixed and zero-hour contracts, it is possible to gain an immediate overview of your personnel allocation including: the number of contract hours assigned to a department; the extra hours and overtime that has been spent; the number of flex employees that have been assigned and the number of hours outsourced to the temp agency. ORTEC Workforce Scheduling makes it easy to access this kind of information, so that potential conflicts and violations can be detected at an early stage and corrective action taken. 6 ORTEC Resource planning and optimization

7 Our software solutions ORTEC solutions in health care Capacity planning and workforce scheduling Innovative and flexible demand driven scheduling that takes into account health care targets, financial constraints, patient demand and staff skills, wishes and preferences to produce a roster that takes a 360o view of organizational requirements. Scheduling of outpatient care staff Real-time scheduling of staff who provide home care, taking into account skills, availability and geographic location to deliver an optimized roster. Multi-resource planning Integration and combined planning of staff resources such as surgeons, anaesthetists, nurses, specialist staff and equipment for maximum utilization of expensive, scarce physical resources such as theatres, specialist tools and equipment or other prime work spaces Training and leave planning Planning for both training and leave entitlements, and integrating with workforce scheduling based on skill requirements, competencies, available capacity, practice periods and current assignments. Care logistics consulting Demand-driven planning of staff, beds, operating or treatment rooms, polyclinics, diagnostics and other departments, taking a system-wide view of skill sets overlaid with financial considerations. Resource planning and optimization ORTEC 7

8 ORTEC world wide About ORTEC ORTEC is one of the largest providers of advanced planning and optimization solutions and services. Our products and services fully optimize fleet routing and dispatch, vehicle and pallet loading, workforce scheduling, delivery forecasting, logistics network planning, and warehouse control. We offer stand-alone, custom-made and SAP certified and embedded solutions that are supported by strategic partnerships. Our 750 employees support over 1,800 customers worldwide from offices in Europe, North America, South America, and Asia Pacific. North America USA South America Brazil Western Europe Belgium France Germany Italy Netherlands UK Asia Pacific Australia China Singapore Nordics Denmark Central and Eastern Europe Greece Poland Romania Want to learn more about our solutions? Contact us at: