The saying “it’s better to work smart than hard” can certainly be applied to booking contingent labor. As time-consuming and expensive as the process can be, having the right reporting tools can make the difference between a successful or unsuccessful contingent labor program. The following 5 reports can drastically change the way you book staff, by providing both high-level and in-depth looks at your program. We’ve broken them down by how detailed each report can become, and listed them below.
The Basics:
The following two reports are great places to start in order to get a handle on the status of your contingent labor program. These reports provide more of an overview approach to broad amounts of data. It’s a high-level view that can accurately provide a glimpse into how your needs are being addressed.
Report 1:
Hospital Supplemental Staff Usage by Supplier
Do you know how much money your organization spent on contingent staffing last year? Are you trending up or down in spend for this coming year? What Suppliers do you use the most? The Hospital Supplemental Staff Usage by Supplier Report can answer all of these with just a few clicks. This report is a great place to start in order to get a true handle on how much your organization is spending, and on whom. From here you can begin to address larger questions, such as if a contract should be renegotiated with a high-volume supplier.
Report 2:
Unit Usage Report
The Unit Usage Report is the logical next step in re-evaluating a contingent labor program. Now that you used Report 1 to see what Suppliers are being used, and how much is being spent, you can use the Unit Usage Report to better understand where in your organization that labor is going. By using this report you can begin to evaluate what Facilities or Units are using the most supplemental staffing by hours and dollars. Does one unit seem to use quite a lot of supplemental labor for occupational therapy? Perhaps this is an opportunity to make a long-term hiring decision in order to reduce contingent spend. The Unit Usage Report is a great place to start to evaluate staffing needs across your organization.
In-Depth:
Reports 1 and 2 can provide great overviews of a staffing program, but the devil is always in the details. Do you know how efficient your agencies are? Do you have contracts with suppliers who don’t contribute to your program? Are orders going unfilled, and if so, why? The reports below can help the dedicated staffer better understand the important details of their contingent labor program.
Report 3:
Order Status Report
One of the more in-depth reports you can use as a staffer is the Order Status Report. There are several ways to use the report, but one of the most helpful tools the report can offer is the ability to see a detailed but easily understandable overview of all orders within a specific date range. The Report can tell you what orders are filled, what orders have submitted staff, and what, if any, orders have no candidates available. By being able to quickly see where you have the most unfilled orders, both in terms of location and type of staff, you can make better determinations on long-term staffing goals as well as strategic decisions into your rates and what Agencies to partner with.
Report 4:
Supplier Fill Rate Report
A successful contingent staffing program depends on the partnership your organization has with its agencies. The Supplier Fill Rate Report is possibly the best option a staffer can have to understand the strengths and weaknesses of their agency partners. The report will quickly show you how many submittals your agencies have made to orders, how long it took for those agencies to respond, and how many of those agencies were successful in placing staff. The report also shows you the average lead time your agencies have in when an order is placed, versus when they submit candidates. This can all be invaluable information when determining whether or not to start a Tier Structure program at your organization, or whether or not you want to consider adding or removing some agencies from your pool.
Report 5:
Staff Credential Status Report
When working smarter, not harder, is your goal as a staffer, make sure to mark down the Staff Credential Status Report as a must-use. While the objective of any successful contingent staffing program should be to ensure that needs are filled quickly and cheaply, none of that matters if you sacrifice patient safety along the way. The ShiftWise VMS allows for an incredibly robust review and verification system of traveler credentials, and maneuvering your way through this system smartly can save you time and decrease the likelihood of hiring staff that are not fit to work. The Staff Credentials Status Report will show you what credentials have expired or are expiring within 30 days. It allows you to stay on top of important immunizations, licenses, and drug screens to ensure you are compliant with state and federal law. The report breaks this information down by staff name, agency name, and type of credential that needs to be renewed.
