2019 VSPA Fall Conference Scheduling Survey Dr. Kari Severson and Anna Schilz Fall 2019
Do your ER Doctors and Technicians have a set schedule, or does it rotate based on staffing and business needs? ER Doctors have a combination of rotating and set schedules. Technicians have a set schedule. However, there are often adjustments due to being short-staffed or training new technicians. All our ER doctors have a rotating schedule. The ER doctors have one, and the Criticalists have another. Our ER technicians are in two groups, those with fixed and those with rotating. Some of our leads need a fixed because they have a consistent office day. The requirement of a fixed schedule is that one day is a Saturday or Sunday. DVM’s: some have a set schedule because of childcare or seniority. Most rotate it is not consistent. Technicians have a set schedule. Rotates. Would love a set schedule but we dont have enough ER docs, so we have relief which varies in availability which affects the schedule for all Fairly set schedule. For DVMs and LVTs, on a 2 wk rotation, minor variations based on PTO for others, etc. Most rotate, some techs have a set schedule Set schedule
Do your SPECIALTY Doctors and Technicians have a set schedule, or does it rotate based on staffing and business needs? Specialty Doctors and Technicians' schedules are set and are either Mon-Thurs or Tues-Fri. All of the specialty doctors are on a fixed schedule, with the exception of the Criticalists. The Surgeons rotate their on-call schedule. All of the technicians are on a fixed schedule. They are all required to be part of surgery/procedure on-call, so that schedule is made in the fall for the next year. To answer the next question "are specialty technicians required to work holidays and weekends", I answered both but its part of the on-call. If they don't want to work on-call, they have the option of working ER holidays instead. Specialty DVM’s are on a set schedule with changes only due to vacations and time away. Surgeons work their on call schedule out amongst the group. Technicians have a set schedule. Pretty set except IM docs rotate Saturdays. Techs in IM have alternating weekly set schedules....ie week a, week b and repeat. Set schedule for both. Fairly set schedule. For DVMs and LVTs, on a 2 week rotation, minor variations based on PTO for others, etc. (Same as ER DVMs and LVTs)
Are your specialty technicians required to work holidays and weekends?
What are your ER Technician shifts? Varied: Su,M,T 4a-4p/4p-4a, 5a-5p/5p-5a, 6a-6p/6p-6a, 7a-7p/7p-7a or 8a-8p/8p-8a. W, Th, F same general hours/schedules. Saturday same hours but rotating. Technicians Day shift is 7:30-3:30pm Evening is 3:00-11:00pm. Overnight is 10pm - 8am. There is a 12-8 swing each day as well. TA shifts are 6a-2p, 2p-10p Triage 8a-12a, 4p-12a, 10p-8a. Everybody is scheduled 4 days a week. First shift is 8am - 5pm during the week. 8am - 8pm on the weekends. Second shift is 4pm - 1am during the week. 12pm - 12am on the weekends. Thirds shift is 12am-9am during the week. 8pm-8am on the weekends.
What are your ER Technician shifts? Day 7a to 5p Evening 4p to 1a Overnight 11p to 8a Swing shift 12p to 9p (this may vary) 10 hours long, 7am, 12p, 2p, 4p, 8p, 10p, but depends on the day which shift times we have 1st, 2nd and 3rd shift, mostly 7 on 7 off, some 3/4 day mirrored schedules 10 hour day shifts between 7a and 8p. 12 hour night shifts 7p to 7a. Some are shifted an hour either direction. We are trying to have more of a swing shift and also get night shift on 10s
How many weekends a month do your ER Technicians work? Varies depending on their schedule. Most are 50/50. Either they rotate through or work either Sat or Sun if they are fixed. 2 weekends/month. Too variable to say accurately Every other weekend Depends on the person, some 2, some all Two
What are your ER DVM shifts? Rotating shifts are: 1. F, Sa, Su 4a-4p 2. F, Sa, Su 4p-4a 3. Su, M, T 12p-12a 4. M, T, W 4p-4a Fixed shifts are: 1. rotating W, Th, F or Th, F, Sa 6a-6p 2. Su, M, T, W 6a-6p (Criticalist) 3. rotating Su, M, T or M, T, W 4a-4p 4. W, Th, F 12p-12a; e/o Sa 12p-12a, M 4p-4a Two locations Bigger location: 8a-3p - two doctors (a criticalist and an ER DVM) 3p-10p - two doctors 10p-8a - two doctors Smaller location Mon-Fri: 8a - 6pm (Criticalist) 6pm - 8am Sat-Sun 8a-8p 8p-8a
What are your ER DVM shifts? 7am-7pm, 11am-11pm, 7pm-7am Day shifts are either 7 AM to 6 PM or 8 AM to 6 PM. Overnights are 6 PM to 8 AM. We have differing swing shifts that are usually 4 PM to midnight during the week and 12 PM to 12 AM on the weekends. Our DVM’s have been reluctant to reduce the overnight shift to a 12 hour shift. However I see this as a need at some point in the future. Day DVM‘s do not want to increase to a 12 hour shift 7a to 7p, 6:30p to 7a. If we had more docs, we may change to 3 overlapping 10 to 11 hour shifts in a 24 hr period. Weekday day 7a to 4p Weekday swing 2p to 2a Weekday overnight 4p to 7a Weekend day 7a to 7p Weekend Swing 12p to 12a (this shift may vary in time) Weekend overnight 7p to 7a
How many weekends a month do your ER DVMs work? Depends on the schedule. They work 50% of weekends in a 6-week rotation. Two Roughly 4 to 6 Every other 2-3 Two (accept the designated 'day shift' doc)
Do you offer shift incentives for DVMs and if yes, how much? DVMs are salaried and those who work the rotating shifts are paid at a higher rate due to the inconvenience and less desirable shifts. If DVMs pick up an extra shift for coverage, they are compensated at $125/hour (same as per diem rate). Not for DVMs. The overnight and evening tend to be busier, so those result in more production. Not as part of their regular schedule, but if they pick up extra shifts they get paid more to work an overnight then they would a day or swing No n/a No No
Do you offer shift incentives for Technicians and if yes, how much? Yes, Su-Th 6p-6a additional $2/hour; F and Sa 6p-6a additional $3/hour; Sa and Su 6a-6p additional $1/hour. All evening staff (Tech, TA, Triage, CSR) gets 3% differential. All overnight staff (Tech, Triage) gets 8% differential. There is no differential that is weekend specific. Second shift gets 10% shift incentive and third shift gets 20%. Yes. Overnight get $2 per hour more Overnight has shift differential ($2.50/hr); Strongly considering adding differential for evening shift as well. No 2nd shift has a $1 differential, 3rd has a $2 differential
What scheduling software do you use and would you recommend it? Google documents - not recommended. But we are piloting MS Teams. We use Impromed and we would absolutely not recommend it. We are in negotiations to switch to EzyVet. W2W I highly recommend it. When to work. Yes, I recommend it. Whentowork - yes. when I work. Its ok since we are a smaller group, there may be better stuff for larger groups when 2 work, yah, I think they like it
Do you build time into the doctors shifts for records and/or rounds Yes but due to patient load they often stay later to complete records. No. They are required to finish records before they leave, unless it's to the point that it would be ridiculous to drive home. They do have remote access to finish from home as well. In an ideal world, records would be able to get done during the shift but we know there are plenty of times doctors of stay late to do them. We kind of include some rounds into the schedule. For example the goal would be to schedule an ER doctor for approximately 35 hours a week instead of 40, knowing that the extra time for rounds has not been built into the shift Not yet, but would if we had more full time docs Ideally, by having swing DVMs, they would utilize this time to keep up with records and prepare for rounds. Yes Yes we try for the last hour of their shift to be reserved for records
When a specialist is away from the practice, do their technicians automatically get reallocated to other doctors, departments, or days? If not, what do they do? Specialty Techs will either take time away at the same time as their doctors or they will be reallocated to another service, primarily ER. If the technician does not want the day off, their lead will find another service or project for them to work (there is ALWAYS someone who needs help). If the technician wants the day off, they are required to put in a request. It may be denied if another service is short staffed that day. If granted off, they are using their PTO. Techs can either use PTO if they request to or they will get reallocated to departments that need extra help. Occassionally, but the need is rare in IM. Surgery will work ER or take time off We keep a limited # of team members on that service on reduced hours usually to keep up with calls, etc as well as projects that are pending. Remainder of team is reallocated and/or may elect to take time off or be off due to service being closed. Some do A mix, if needed they may be reallocated (and it is often needed), they can also do projects or take time off
Recommend
More recommend
