It is 6pm. Two staff have called in sick and the night shift starts in an hour. Anyone who has managed a care home, nursing home or supported living service knows that feeling, and why last minute staff cover needs planning.
Last minute staff cover is something every service needs a plan for, because gaps will always happen. What makes the difference is having that plan in place before they do. You can also check any provider’s inspection reports on the Care Quality Commission website. Here are some practical steps that help.
1. Know your minimum safe staffing for every shift
Write down the minimum number of staff, and the mix of skills, you need for each shift. When a gap appears, you can see straight away whether you need a healthcare assistant, a senior carer or a nurse, and you can brief your agency clearly.
2. Keep a short, ready to call list
Keep a list of bank staff, part time team members happy to pick up extra shifts, and your agency’s out of hours number. When it is late at night, nobody should be searching through old emails for a phone number.
3. Choose an agency for last minute staff cover, 24/7
Staffing problems do not keep office hours. Work with a care staffing partner that can be reached day and night, every day of the year, and that can cover the roles you rely on most.
4. Ask for familiar faces
Residents feel more settled with people they recognise. Ask your agency whether the same staff can return to your service, and share a short induction sheet so new faces know your routines, fire procedures and key residents.
5. Book ahead to reduce last minute staff cover
Holidays, training days and known vacancies can be covered with block bookings in advance. That leaves your emergency cover free for the gaps you could not predict.
6. Review what happened
After a difficult week, look back at which shifts were hardest to fill and why. Patterns often show where a block booking or a change in rota would help.
How First Active 365 can help with last minute staff cover
First Active 365 supplies healthcare staff to care homes, nursing homes, supported living services, children’s homes and the NHS, with cover available 24/7, 365 days a year, across the UK. Whether it is one shift tonight or a block booking for next month, our team is here to help.
Call 03333 222 365 or email 365bookings@firstactive365.co.uk.