Tools & Resources — Clinical Workforce Handbook

Reference materials for building a more flexible workforce.

Scheduling Policy Core Elements

Tool

Scheduling Policy Core Elements Checklist

Schedule length and timing: 4, 6, or 8-week rotation with guidance for timing of scheduling events (self-schedule period, balancing period, manager approval, final posting).

Best practice: The optimal length for a schedule is 6 weeks.

Shift lengths and times: Day, evening, night, or mid shifts from 4 to 12 hours.

Best practice: Ensure shift lengths provide right coverage while promoting work-life balance.

Skill mix: Identified as needed per unit (e.g., charge nurse, chemotherapy certification).

Weekend coverage: Set at system, hospital, or unit level.

Best practice: Every third weekend is the optimal target.

Shift trades: Like-for-like trade regarding hours, skill set, and pay.

Best practice: Automate shift trading using electronic scheduling systems.

Holiday and vacation: Set at organizational level per HR policies.

Self- or patterned scheduling: At unit level during schedule creation.

Best practice: Shared governance should determine the type of scheduling.

Staffing Policy Core Elements

Scheduling and Staffing Technology Platform Criteria

Internal Travel Agency Checklist

Tool

Internal Travel Agency Checklist

Step 1: Set the Stage

Team established (nurse executive, managers, frontline staff, HR, finance, IT)
Environmental scan completed (external agency use, current programs, job descriptions, compensation, policies)
Overall strategy determined (system vs. local, profit model, technology, eligible roles, pilot parameters)

Step 2: Build the Operating Framework

Agency management team established
Technology selected
Job parameters set (descriptions, onboarding, training, competencies)
Compensation determined (reimbursement, PTO, licensure, incentives, tuition, clinical ladder)
Operational principles developed (request criteria, contract length, shift assignments)
Manager education completed
Program metrics established (KPIs, evaluation plans)

Step 3: ROI Model and Hiring Plan

Cost savings calculated (based on target for reducing external agency)
Number of staff needed and hiring plan determined
Transition plan for internal staff completed

Step 4: Operationalize the Plan

Recruitment plans completed (flyers, handouts, website, job platforms)
Technology implemented (VMS in place, training completed)
Progress monitoring plan completed (feedback timelines, metric analysis, 6-month and 1-year cost savings review)

Vendor Management Lifecycle

The typical vendor management lifecycle in healthcare involves these stages:

Vendor Selection — Identifying potential vendors through research, soliciting bids, and evaluating based on quality, cost, and compliance
Contract Negotiation — Clearly outlining terms including pricing, delivery schedules, and quality standards
Vendor Onboarding — Setting up accounts, providing training, and ensuring understanding of policies
Performance Monitoring — Tracking metrics, conducting audits, and addressing issues
Issue Resolution — Investigating issues, identifying root causes, and implementing corrective actions
Contract Renewal or Termination — Deciding based on performance, costs, and changing needs