Nine New Reports That Will Improve Scheduling and Staffing in Healthcare

Nine New Reports That Will Improve Scheduling and Staffing in Healthcare

UKG Dimensions is a mobile-first, device-agnostic platform. And even though it has flexible Dataviews, Tiles, and SmartTiles to ensure you have ready access to the information needed to monitor and achieve your business objectives, reporting remains a crucial need. 

UKG product developers continue to expand the portfolio of standard reports and to add more key metrics to support Information Access — but more about that in another blog coming soon. 

In this article, you'll learn about nine reports that are particularly useful if you're a department manager, supervisor, charge nurse, or part of the staffing office. Now, let's get to it!




Nine reports to help with scheduling and staffing

  1. Location Schedule Monthly — Want to see your department schedule for all employees, including Open Shifts and Pay Code Edits? You can run the Location Schedule Monthly report by location for current and posted schedules. As with all monthly reports, you can view up to four weeks on a single page.  
  2. Staffing Sheet Daily — This report is the go-to for managers, charge nurses, and house supervisors to see which employees are scheduled and ensure they have sufficient coverage for each zone or shift. The single-page Staffing Sheet Daily shows daily staffing details for the selected locations, including employee schedules and Open Shifts by Zone or Shift Set, along with coverage information, and provides space for your handwritten notes!
  3. Staffing Sheet Detail Daily — Need more detail when managing staffing for the day? This report shows daily staffing details by location, including the schedule and variance from the plan for each 15-minute interval of the day. Use this report to determine if the schedule meets planned coverage requirements. 
  4. Staffing Sheet Weekly — Planning staffing for a few days in advance? Perhaps for the upcoming weekend or holiday coverage? The Staffing Sheet Weekly report can include up to seven days per page. It shows staffing details for the selected locations, including employee schedules and open shifts by day and span, along with coverage information. The report includes scheduled and Open Shifts by Zone or Shift Set.
  5. Coverage Detail Weekly — Perhaps you are not concerned with who is working. Maybe you are focused more on whether enough of the right people are scheduled. The Coverage Detail Weekly report shows the detailed weekly staffing coverage numbers for a location, including each job by shift or schedule zone with the scheduled coverage and variance based on the Workload Plan or Forecasting Plan in 15-minute intervals. 
  6. Float — Floats can be complex to manage. Who is currently floated in or out of your department? Who floated last? Who is due to float next? How long did they float? And so much more. The Float report shows all float activity for one or more locations and dates. The report shows transfer activity for the selected locations and summarizes the in, out, and net hours for each.
  7. Hours per Volume — For healthcare organizations, it's critical to ensure you meet hours per patient day (HPPD) targets. The Hours per Volume report (because the volume may not be a patient day, but instead be cases, doses, visits, etc.) shows direct and indirect HPPD, as well as total hours and volume for the selected location for the following measures: actual, budgeted, scheduled, target, and variance. 
  8. On Call — Need to understand who is on call tonight or this weekend? The On Call report includes all staff scheduled for on call via a shift or schedule tag for a selected date range.
  9. Staffing Efficiency — How well did you work your plan? The Staffing Efficiency report shows the location's census and compares the staff's actual hours with planned hours to generate efficiency percentages. This report can be used for Joint Commission reporting to measure how effectively the department executed the staffing plan.

Tips for reporting success

Now that we've run through the highlights, here are a few tips. 

Tip 1: If you are a system administrator, you'll want to make sure your team has access to the reports they need. You manage this through Application Setup > Access Profiles > Reports. As with all reports, the user can select the desired output format — PDF, Excel, or Interactive (Dataviews!)

Tip 2: You may want to consider automating the key reports your leaders need. Did you know you can schedule reports to run automatically at defined intervals and send them to desired recipients? You can even run the report as the other person. For example, as the system administrator, you can configure the Staffing Sheet Daily to run at 0700 for each department and send it to the respective department leaders and house supervisor.

Tip 3: Last, don't forget to leverage Online Help. Go to Dataviews & reports > Reports > Standard reports for more details, including a sample visual of each report. You can also access the Online Help directly in the application now! Just look for the question mark in the upper-right corner of the page.


I hope you find these helpful! Stay tuned for more articles on scheduling data additions to Information Access and additional new reports to help with scheduling and staffing!