Nurse call-outs are a persistent challenge in healthcare, often stemming from the demanding nature of the job. Nurses consistently work long hours while exposed to illness, making them particularly susceptible to burnout and absences. Without effective strategies in place, these call-outs can lead to overwhelming overtime costs, decreased productivity, and compromised patient care. To address this critical issue, a comprehensive approach is necessary, combining preventative measures, rapid response plans, and long-term solutions. Discover six strategies to help your facility effectively manage nurse call-outs and build a more resilient nursing staff.
Understanding the Impact of Nurse Call-Outs
Nurses are essential members of healthcare teams, and when they call out of work, their absence doesn’t go unnoticed. Frequent call-outs can lead to various challenges, including additional costs. According to research, the financial impact of covering absences can equal 47% of overtime expenses.1
Call-outs also increase nurse-to-patient ratios, which leads to a lower quality of patient care. Unless shifts can be covered quickly, there’s the risk of having fewer nurses handling the same number of patients and tasks, leading to higher stress levels among the nursing team. Burnout can have long-term consequences.
Strategies To Manage Nurse Call-Outs
Whether you’re currently struggling with a nursing shortage or planning ahead for future challenges, consider these strategies to manage call-outs effectively.
Develop an On-Call System
When a nurse calls in sick, you need a way to replace them quickly, especially if you only have an hour or two before the shift starts. A comprehensive on-call system can provide you with a pool of nurses to call in this situation.
To create an effective system, consider your team size and the times of year when you may need additional help, such as flu season. Develop a clear policy for assigning on-call shifts and make sure your employees understand the guidelines.
It’s helpful to use software to create on-call schedules for your nursing team. An automated system can take the guesswork out of scheduling, guaranteeing you have enough on-call nurses to handle unexpected illnesses or emergencies.
Implement Flexible Scheduling
Unlike traditional scheduling, a flexible system allows nurses to have more control over their hours. Examples of flexible scheduling models include:
- Staggered shifts with different start times
- Shorter shifts, such as six or eight-hours
- Split shifts where nurses divide their time between different units
Research shows flexible scheduling can reduce unplanned absences by as much as 40%, helping to prevent call-outs in the first place. According to one study, flexible scheduling can also improve nurses’ work-life balance, decreasing their stress levels.2
When implementing flexible scheduling, assess your current resources to maintain adequate nurse-to-patient ratios. Be transparent about scheduling, and ask nurses about their preferences. Most importantly, be willing to adapt to changes as they arise.
Cross-Train Staff
When nurses are in short supply, cross-training programs have proven to be effective in filling staffing needs. Nurses with training in more than one area can quickly move to the units where you need them the most. Cross-training can also promote teamwork and improve patient outcomes, as per one medical study.3
If you don’t yet offer cross-training programs, get some feedback to learn where this training would be most effective. Identify nurses who have a desire to train in a different unit or specialty. While cross-training involves some upfront investment, it can greatly improve your overall staffing flexibility and minimize the impacts of call-outs.
Establish Relationships With Trusted Partners for Staffing
If you’re stretched to your staffing limits, strategies such as flexible scheduling or cross-training programs may be out of reach. In this case, consider partnering with a staffing firm that specializes in healthcare. A trusted nursing staffing partner, such as Medix, can provide your facility with an extensive network of temporary nurses to cover call-outs.
At Medix, we have the talent pool and industry knowledge to place skilled nurses where they’re needed, including rural or remote facilities.
Besides an agency’s network, consider these factors when choosing a staffing partner for your facility:
- Industry expertise and reputation
- Tailored solutions
- Communication methods
- Flexible, scalable staffing contracts
- Compliance with healthcare regulations
Create Incentive Programs
Don’t underestimate the power of incentives to encourage nurses to cover shifts. These can include financial incentives, non-monetary perks, or a combination of both.
For example, you may offer an additional payment for nurses who cover call-outs, increasing this payment depending on the number of extra shifts they work. There are many options for non-monetary incentives, such as:
- Access to premium parking spaces
- Gift cards to local businesses
- Tickets to upcoming events
- Public recognition in an employee newsletter
- Donations to charities
Improve Communication Channels
Communication is key for all areas of nursing, including scheduling. Create communication channels for handling on-call requests. Technology can be a core part of improving this process. For example, when you have a need to fill, automatic messages can be sent to nursing staff, allowing them to immediately accept on-call shifts.
Another helpful tool is the use of a closed-loop communication system. Under this policy, the nursing supervisor will reach out to an on-call nurse to ask them to cover a shift. The nurse repeats the information back to the supervisor to show they understand. The supervisor confirms the information, closing the loop to make sure both parties are on the same page.
Implementing and Maintaining These Strategies
Whether you choose one or all of these strategies, make a plan for handling nurse call-outs. Involve the staff, seeking their feedback. After you put a strategy into practice, review it regularly and make adjustments as needed.
As part of your review, determine how you can measure the return on investment of your strategy. Calculating a financial ROI can be difficult, so use different parameters, such as caseloads or patient care management, to evaluate outcomes.
Partner With Medix for Flex Staffing in Nursing
In nursing, staff call-outs are more than an inconvenience. At Medix, we understand the impacts that call-outs can have on your facility. That’s why we’re committed to providing solutions for flexible staffing in nursing. Contact us today to learn how you can partner with Medix to cover call-outs without missing a beat.
