2010 Award Finalist

The Excel Bottom Line Profits: Low-Tech Staffing Innovation = Financial Savings

Category - Improving Efficiency

The Problem

In June 2009, the Hospital realized that salaries and wages in the acute care departments were running a $185,000 deficit. Units were being overstaffed using retrospective data and did not adjust staffing levels based on actual occupancy rates. The hospital projected a substantial financial deficit by year-end if the problem wasn't corrected.

The Innovation

The solution was as effective as it was simple. In the absence of an expensive formal technological program, the hospital came up with a daily decision-making tool – the staffing tracker - that allowed managers to proactively staff according to patient needs and occupancy. Piloted on acute medical floors it was then rolled out to all acute inpatient units. Managers use the staffing tracker, which is an excel spread sheet individualized for each unit. Base staffing levels are mapped out by day and shift and include actual staffing, sick/modified shifts, number of admissions, discharges, total occupancy, and patients deemed Alternative Level of Care (ALC). The tracker calculates the variance to budget as well as the staffing-ratio based on the information entered and provides immediate feedback as to the appropriateness of staffing levels according to changes in occupancy levels.

The Results

The hospital faced a potential deficit of $742,000 at the time the staffing tracker was brought in. A savings target was set at $185,000. The actual recovery was $355,000. All for the cost of an Excel spreadsheet.

Next Steps

The tracker will be continually refined and over time it will be rolled out to inpatient units, ambulatory care services and possibly support services such as housekeeping and patient food services.