Using Current Staffing Overview

Open the Current Staffing Overview

To open the CSO, complete the following steps.

1. Navigate to Actions > Scheduling > Current Staffing Overview.
2. In the Open Schedule dialog, enter or update the information to open the desired CSO.
   • Choose the Organization Unit or Schedule Group option.
   • Organization Unit information (trunk, branch, and, if needed, leaf levels)
   • Schedule Group
   • Date
   • Coverage Set
3. Click Open.
4. If needed, navigate to a different day or coverage period with the arrows above the table.

   Tip: To view different CSO data, click the pencil icon next to the current unit and date. Repeat steps 2 and 3.

Assign a transaction

To assign, or add, a transaction (activity or pay code) to an employee, complete the following steps.

1. Select the appropriate employees. 

   Tip: You can select multiple employees. Transactions you assign will be added to all selected employees.

   You can select employees from these locations:

   • Roster tab
   • Qualified Staff tab
   • Compare Staff dialog box
   • Two-week calendar (expand an employee on the Compare Staff dialog box or select an employee from the Search Employees field)

     The two-week calendar shows you the employee's scheduled activities. To view the calendar on the Compare Staff dialog box, click the arrow to the left of the employee's name.

     If needed, click the left or right arrow to move ahead or back another two weeks.

2. Click the Assign button, or from the two-week schedule, click the plus symbol.
3. In the Create Transaction dialog box, select the Activity or Pay Code option.
4. Update the fields with the details about the transaction.
5. Click Save.

Edit or delete a transaction

To edit or delete a transaction (activity or pay code), complete the following steps.

1. Select the transaction you want to edit or delete.

   You can select transactions from these locations:

   • Roster tab
   • Qualified Staff tab
   • Compare Staff dialog box
   • Two-week calendar (expand an employee on the Compare Staff dialog box or select an employee from the Search Employees field)

   After selecting a transaction, the Modify Transaction dialog box appears with the details about the selected transaction.

2. In the Modify Transaction dialog box:
   • Edit the transaction by making the desired changes and then click Save.
   • Delete the transaction by clicking Delete and then confirm the deletion.

Set up extra shifts

Marking certain shifts in the Current Staffing Overview screen as "extra" allows you to prioritize employees that should be called off first in the event of a low census scenario.

When the Extra Shift feature is enabled, shifts are considered extra when they are acquired by the employee through the following transactions.

• Open Shift Notifications broadcasts
• Open Shift Requests

Additionally, any extra shift that is exchanged through trading will result in the Extra tag following the employee, and will be applied to the acquired shift.

To set up extra shifts, complete the following steps.

1. Navigate to Configuration > Organization Unit > Organization Unit.
2. Search for and open the root organization unit.
3. Click the Indicators tab and open the Staffing and Scheduling card.
4. In the SS Solution Standard 15 field, make the following appropriate selection:
   • Y = Extra shift processing for scheduling is enabled
   • N = Extra shift processing for scheduling is disabled
5. Click Save.

Update census and staffing needs

Staffers can modify the census values so that the system can recalculate and accurately reflect staffing needs. For example, census might be downloaded four times per day, but situations can change more frequently, requiring you to have more current data to make staffing decisions.

Similarly, you can update the staffing needs after recalculation. This may be needed if the recalculated needs to do not match actual patient needs.

To update the census or staffing needs, complete the following steps.

1. In the staffing details area, click a value in either the Census column or a profile group column.

   The row expands to show more details.

   Tip: When you hover over editable fields in the expanded details, a pencil icon appears to indicate which fields can be updated manually.

2. Click in a field and update the value as needed.
   • Census: For the appropriate acuity levels, update the value in the Census field.
   • Needs: For the appropriate profiles, update the value in the Need column.

   After you enter a value, the new value is saved automatically and the screen refreshes to show any effects of the change. For example, if you change the need, the screen updates the other values that are impacted, such as the Variance, Ratio, HPPD, and Caregiver Utilization fields.

   In addition, if you update the census, the needs are recalculated automatically.

Add and cancel schedule notes

You can add schedule notes to log comments about conditions or staffing situations affecting a coverage period. For example, information may be about census, weather, holidays or other events causing staffing variations.

To add a schedule note, complete the following steps.

1. Click the icon next to Schedule Notes.

   The Schedule Notes dialog box appears and displays any existing notes.

2. Click Add Note.
3. Enter the details of the schedule note in the appropriate fields.
   • Enter a Coverage Period if the note applies only to one coverage period.
   • Enter the schedule note details either by selecting a Predefined Note Code or entering a Subject and Text.

     Previously-defined settings determine whether you can edit the text of a predefined note.

4. Click Add.

   The Schedule Notes dialog box appears again and shows the note you just added. From here, click Add Note to add another or click Close to return to the Current Staffing Overview.

   The icon appears for the coverage periods with schedule notes.

To view existing schedule notes, complete the following steps.

1. Click the icon in the Notes column.

   The Schedule Notes dialog appears and displays the existing notes.

2. To view the text of the note and additional details, click the appropriate note.
3. To view notes that have been canceled, select the Show Canceled Notes option.

To cancel a schedule note that no longer applies, complete the following steps.

1. Click the icon in the Notes column.

   The Schedule Notes dialog appears and displays the existing notes.

2. Select the boxes for the notes you want to cancel or select the Select All option.
3. Click Cancel Selected.

   The canceled notes no longer appear on the Current Staffing Overview. However, they are still retained and can be viewed again by selecting the Show Canceled Notes option in the Schedule Notes dialog box.