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J A N U A R Y 2 0 1 6 • O U T PA T I E N TS U R G E R Y. N E T • 3 1 * How to Use the Staffing Hours Budget Worksheet FY 2015 Mon Tues Wed Thurs Fri Min Max Min Max Min Max Actual Hourly Totals July 5 5 3 4 4 118 173 165 260 2830 4330 3593 August 4 4 5 5 5 128 187 178 283 3060 4700 3630 September 3 4 4 4 4 106 155 148 235 2540 3900 3353 October 5 5 5 4 4 130 191 181 290 3110 4810 4192 November 4 4 4 4 4 112 164 156 248 2680 4120 3299 December 3 3 4 4 4 100 146 139 221 2390 3670 2725 January 4 4 5 5 4 124 182 172 276 2960 4580 4261 February 4 4 4 4 4 112 164 156 248 2680 4120 3593 March 4 4 4 4 5 116 169 162 255 2780 4240 3593 April 5 5 4 4 4 124 182 173 275 2970 4570 3889 May 3 4 5 5 5 122 178 170 270 2920 4480 4431 June 4 4 4 4 4 112 164 156 248 2680 4120 3700 5. Overstaffed or understaffed? As the year progresses, enter the actual monthly staffing hours in the column on the far right of this portion of the spreadsheet. This is your "bud- get-to-actual" staffing hours report. Do they fall within the budgeted range? If your actual staffing hours consistently fall below the estimated range, you might need to add addi- tional staff. If the actual hours are often beyond the estimated range, you might need to streamline your staff or schedule more efficiently. 3. How many Tuesdays in the month? Consult a calendar to figure out how many days of the week (Mondays, Tuesdays, Wednesdays and so on) there are in each month. Don't include holidays. Enter the numbers in the appropriate columns. The worksheet will then automatically multiply the number of staffers needed per day by the number of days in each month to calculate monthly minimum and maximum staffing levels for pre- and post- op areas and the OR. Total 33600 51640 44259 Pre-/Post-op Staffing Levels Surgery Staffing Levels Estimated Staffing Hours 4. Calculate monthly staffing hours The worksheet will calculate monthly minimum and maximum staffing hours. It will automatically multiply your monthly staffing levels by the number of hours in your standard workday to calculate minimum and maximum staffing hours for each month. Maximums Mon Tues Wed Thurs Fri Pre-/post-op 9 9 9 9 5 Surgery 13 14 15 13 7 2. Set maximum staffing levels Now estimate the maximum number of staffers — the amount that would let your team work at a comfortable pace with regular breaks, but without too much standing around. Think of scenarios where you have all the staff you need and everyone is present — not sick or on vacation — and you can easily meet regulatory and operational requirements. Enter these maximum estimates for each day of the week in the appropriate boxes on the worksheet. 1. Set minimum staffing levels Estimate the minimum number of staffers by day for pre- and post-op areas and the ORs for each day of the week. This is the number of staff needed to meet regulatory and operational requirements (excluding administrative staff). The days would be tight and everyone would be working tirelessly, but you could make it work. Enter these minimum estimates in the appropriate boxes on the worksheet. Minimums Mon Tues Wed Thurs Fri Pre-/post-op 6 6 6 6 4 Surgery 8 9 8 8 6 * Download your worksheet at outpatientsurgery.net/forms