Nurse self scheduling

michigansapphire · Jul 8, 2013

My hospital uses Lawson Workforce Management. We have a few rules when self-scheduling -- our weekends are already plugged in, we must work 3 Mondays and 3 Fridays in each 8-week schedule block, and if a shift is already fully staffed we cannot add ourselves to it. Sorry, I have no idea what the costs are!

jadelpn, LPN, EMT-B · Jul 8, 2013

There has to be rules in place--and seniority first, then sometimes the most senior goes to the bottom, and the next senior chooses first. Also depends on if you are a union facility, and the rules surrounding schedules (ie: is someone just a day/eve rotator for example, or after 10 years not required to rotate, that type of thing). Also, once you are in, you are in--in other words, no "going back" and changing once others have put their time in. And that when it is your "turn" you have 24 hours to put your schedule down.

It can allow for "alternate" shifts--in other words, if someone wants to work 11a-11p, or 11a-3p and someone else just loves 3a-11a...I would have a staff meeting, and just get a feel for what people would "like" to work if given the opportunity. I know that in my facility, there was a huge want for 3a-7a and 3a-11a, even 3a-3p. It is a mix of 3 12's and a 4, or 8's....

The only downfall is that if people schedule, then decide they need to change schedule, and because they were higher on the list to pick believe they can just switch, so there's got to be some set rules.

I am however, not familiar with the software, nor the costs. Maybe to do an excel chart, post it, and do it by hand until such time as you all determine it is working for you before asking that it be an investment. Or perhaps your parent company already has the software available, and can assist. I would speak to HR and see if that is so.

nrsang97, BSN, RN · Jul 8, 2013

There have to be rules in place. I am not sure what most units have. We don't use a system in our department. We are small and only have so many that work bedside. There are 7 of us now and we just use a monthly calendar.

Some units use a schedule called optilink. You can see what you put in and what others have put in too.

classicdame, MSN, EdD · Jul 8, 2013

We have software called Concerro that does what you recommend. Further, since BLS is required for all nurses and other certs required depending on your job description, Concerro takes you OFF the schedule if your card expires. The software is programmed to allow for different variables, including how many weekends are worked, holiday rotations, etc. It is possible to change a shift if you can get someone else to work your shift who would not be on overtime. If the computer says it is ok there is no need to contact nurse manager. This does require "permission" by both parties of course.

HouTx, BSN, MSN, EdD · Jul 8, 2013

Danger Danger Danger!!!

Without adequate safeguards, 'self scheduling' can descend into 'selfish scheduling' very quickly - with a small elite group controlling everything for their own benefit. For instance, how are requests for days off considered? If you request 4 days off, is that considered one request or 4 requests? (urge you to consider it 4 requests). Allowing seniority to trump everything will be a huge demotivator for everyone else. How are you going to handle sick days? How are 'swap' days going to be handled? What are the swap rules? If someone voluntarily comes in to cover for an unexpected event, will s/he be given 'first pick' on the next schedule? How about thinking outside the box? Can you split holidays - each person working 1/2 the day?

LaceyRN12 · Jul 8, 2013

Ours doesn't use seniority... it's first-come, first-serve.

Sun0408, ASN, RN · Jul 8, 2013

My last facility used staff RX, I think that was the name. It was great, our holidays were pre-programmed in, our weekends were as well. The rest was open for all. The schedule screen was split into day shift at the top and night shift at the bottom. You saw everyone's schedule and what days or nights were open and how many were on. If the shift was covered, it would not allow you to pick that day or night.

We did not do rotating shifts so it was easy. It worked really really well. I wished we had it at my current facility :)

To elaborate on the holiday schedule a bit, we were assigned either holiday A or B at hire. If you work A this year, you will work B next year. Each holiday was split between the two categories with each having at least one major holiday like Christmas while the other had Thanksgiving..

meanmaryjean, DNP, RN · Jul 8, 2013

Our scheduler (a volunteer staff RN) has divided the staff into two random 'lists'. The only person who knows who is on which list is her. (She literally drew names from a 'hat' - a urine collection 'hat! :) )

Every month, after looking at and accommodating everyone's requests- one list gets preferential scheduling ( extra weekend shift off if there's enough help- grouping days per the person's preference for night shift- that sort of thing) and the following schedule, the people on the other list get it.

My only beef is that only one person at a time can be on vacation per shift. It runs by seniority- so the SAME two people get to go away for spring break EVERY SINGLE YEAR. W

We did self-scheduling for holidays by means of a system where you ranked what holiday was most important- and it worked really, really well. We are a 15 bed PICU with 40 or so RNs.