Staffing by Ratios

The Staffing by Ratios staffing distribution table determines the staffing needs by a formula using the Hours Per Patient Day value and calculating the needs for each acuity level, coverage period and profile.

The formula for calculating profile hours for a coverage period is {(Hours Per Patient Day / Coverage Period Length) * Census value)} * Staffing Configuration's Staffing Factor * Staffing Configuration's Coverage Percent Value * Staffing Configuration's Profile Percent Value * Census Classification's Staffing Factor.

Note: The patient count types (Beginning Census, Admissions, Discharges, Transfers In, Transfers Out, etc.) must be set up as Codes on the Census Classification screen, in the Configuration Section>Staffing Card.

Note: The profiles available in this table must first be selected on the Profiles section screen of the Staffing Configuration table.

Note: Values can be copied (replicated) from one coverage period to another and/or one acuity record to another. For more information, see Replicating Staffing Distribution Coverage Period Values and Replicating Staffing Distribution Acuity Values.

Creating a Staffing by Ratios Record

To create a Staffing by Ratios record, complete the following steps:

1. Open the Staffing Configuration table for the required organization unit using the search features.
2. On the General tab, make sure the Staffing by Ratios option has been chosen in the Census Category field.

   The Staffing Distribution work sheet used by this organization for recalculating staffing needs. The value entered here determines the work sheet that is available when the Staffing Distributions button is selected in the left pane.

   The menu has the following Census Category options:

   Staffing by Lookup	Loads an alternate staffing matrix based on patient census and acuity.
   Staffing by Ratios	Calculates the number of staff needed based on patient census and acuity, along with other factors, such as hours per patient day, percentages of care by coverage periods, etc.
   Staffing by Hours	Uses patient care hour information calculated by a third-party acuity system. These hours are then distributed to specified profiles in the organization.
   Staffing by Profile	Uses patient care hour information calculated by a third-party acuity system for profile groups. These hours are then distributed to specified profiles within the profile group.

3. Select the Staffing Distributions section button in the left pane. A record is displayed for every acuity level, as entered in the Number of Acuity Levels on the General screen. The number to the left of the record indicates the acuity level.

   The number of patient classification acuity levels that are being used by the Organization Unit. The value entered here determines the number of acuity levels available for configuration for the Staffing Distributions section.

4. Click the card arrow on the first record to open it.
5. Enter a Description to identify this staffing distribution record. This label is visible when using the Recalculate Staffing Needs wizard.

   The label describing this staffing distribution record, for example, Acuity Level 1. This label is displayed when using the Recalculate Staffing Needs wizard to indicate which record to enter the patient counts into.

6. In the Staffing Factor field, enter the factor to multiply by the Hours Per Patient Day (HPPD) value to determine the adjusted HPPD for this acuity level. For example, if the HPPD is set to 8.0, and this acuity level has a factor of .75, the adjusted HPPD for this acuity level is 6.0 (75% of 8.0).

   The factor used to multiply by the calculated hours to determine the adjusted staffing needs.

   For example, if the Staffing Factor for acuity one patients is set to .75 and the Hours Per Patient Day value for the organization unit is 8.0, the adjusted Hours Per Patient Day for acuity one patients is 6.0.

7. In the Coverage Period Distribution Percent Value field, enter the percentage of the adjusted Hours Per Patient Day that should be distributed to the specified coverage period. The sum of all the Coverage Periods' Percent Values needs to equal 100%.

   The percentage of the total patient care hours that should be distributed to the specified coverage period.

   The Hours Per Patient Day value is multiplied by this value to determine the number hours per patient to be distributed to this coverage period.

8. In the Profile Distribution Percent Value fields, enter the percentage of the adjusted HPPD for the coverage period which should be awarded to each profile. For example, 10% of the calculated hours could be distributed to the Certified Nursing Assistants, 20% to the Licensed Practical Nurses, and 70% to the Registered Nurses.

   The percentage of the total patient care hours that should be distributed to the specified profile.

9. Be sure to configure all the coverage period tabs.
10. Click on the Save button to save the record.
11. If there are multiple acuity levels for this organization unit, complete steps 4-10 above for each record.

Description

The label describing this staffing distribution record, for example, Acuity Level 1. This label is displayed when using the Recalculate Staffing Needs wizard to indicate which record to enter the patient counts into.

Percent Value (Coverage Period Distribution)

The percentage of the total patient care hours that should be distributed to the specified coverage period.

The Hours Per Patient Day value is multiplied by this value to determine the number hours per patient to be distributed to this coverage period.

Percent Value (Profile Distribution)

The percentage of the total patient care hours that should be distributed to the specified profile.

Staffing Factor

The factor used to multiply by the calculated hours to determine the adjusted staffing needs.

For example, if the Staffing Factor for acuity one patients is set to .75 and the Hours Per Patient Day value for the organization unit is 8.0, the adjusted Hours Per Patient Day for acuity one patients is 6.0.