NUR 621 Benchmark – Staffing Matrix and Reflection

Staffing Matrix and Reflection Essay

Every hospital or healthcare institution needs to have an efficient staff management plan to facilitate faster delivery of services and ensure the efficient delivery of services. This essay breaks down the importance of a shift matrix for nurses utilizable by a 30-bed surgical ward.

Importance of a Shift Matrix in the Healthcare Setting

When a workable shift matrix is in place, the individual nurses can plan their time well. Therefore, it means that one is less likely to suffer fatigue since shift and handing over is done efficiently. One can also relax, rejuvenate, and prepare for the next shift (Taylor, Henshall, Goodwin, & Kenyon, 2018). In the end, there would be reduced incidences of nursing reporting stress and burn out related to long working hours.

A shift matrix helps to save costs related to patient injuries and payrolls. Essentially, an adequate number of nurses per shift allows the hospital unit to keep proper watch over the patients, hence reduced possibility of falls. Staff injuries are also reduced to a great extent since one work while paying full attention. It is unlikely that the hospital or any healthcare setting will suffer lawsuits over negligence or deliberate errors since the nurses do not work under the influence of fatigue or burn out.

A shift matrix presents a suitable skill-mix, which makes it possible to share tasks and reduce workloads. Also, experienced nurses can train and impact nurse assistants in a more meaningful manner. Teamwork and collaboration are therefore cultivated better, ensuring the healthcare setting achieves the set goals and objectives.

When a staffing matrix is efficient, there is usually proper handing over responsibilities from one nurse during one shift to another. In the end, this ensures the delivery of standard care to the patients (Taylor et al., 2018). In the end, there is reduced variation in terms of the outcomes realized by the patients being attended to by the same nurses, keeping other factors constant. NUR 621 Benchmark – Staffing Matrix and Reflection

Important information for writing discussion questions and participation

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Hi Class,

Please read through the following information on writing a Discussion question response and participation posts.

Contact me if you have any questions.

Important information on Writing a Discussion Question

• Your response needs to be a minimum of 150 words (not including your list of references)
• There needs to be at least TWO references with ONE being a peer reviewed professional journal article.
• Include in-text citations in your response
• Do not include quotes—instead summarize and paraphrase the information
• Follow APA-7th edition
• Points will be deducted if the above is not followed

Participation –replies to your classmates or instructor

• A minimum of 6 responses per week, on at least 3 days of the week.
• Each response needs at least ONE reference with citations—best if it is a peer reviewed journal article
• Each response needs to be at least 75 words in length (does not include your list of references)
• Responses need to be substantive by bringing information to the discussion or further enhance the discussion. Responses of “I agree” or “great post” does not count for the word count.
• Follow APA 7th edition
• Points will be deducted if the above is not followed
• Remember to use and follow APA-7th edition for all weekly assignments, discussion questions, and participation points.
• Here are some helpful links
• Student paper example
• Citing Sources
• The Writing Center is a great resource

Explanation of the Shift Matrix

This is a seven-day shift and typical for a 30-bed capacity medical-surgical unit. The total number of RN is 20, 7 NA, and 4 Health Unit coordinators. During the day shift every day, there are 16 nurses on duty while 4 would report for the night shift. Four NAs would be available daily during the day shift and 3 for the night shift. On both day and night shift, there would be 2 health unit coordinators. The day shift is divided into early shift and late shift broken down as indicated in the table below:

The matrix assumes that there are no sick day-off, and in case of any, there is a plan on the compensation. There is an assumption that there is a time out adjustment to cover for all types of leave. There is also a handover period of 30 minutes in the morning for the night-to morning shift and a 15-minute morning to afternoon hand over.

The number of hours worked by full-time employees is 7.5 hours per day during the day shift. For seven days a week, this sums up to 52.5 hours (7days x7.5hours). The full-time equivalent would be 54,600 for the full-time nurses who are RN (20 nurses x 52.5 hours x 52 weeks a year). For the NA, the FTE is 19,110 (7 NAs x 52.5 hours x 52 weeks). The FTE for the health unit coordinators is 10,920 (4 coordinators x 52.5 hours x 52 weeks). The total FTE is, therefore, 84,630. The annual FTE thus results in 31 FTE (84,630 total hours/7.5hrs per day x 7 days x 52 weeks).

I used the care hours per patient day (CHPPD) to determine the FTE because it is consistent and very comparable to decide on the deployment process and reporting for the inpatient nurses. Other units of measurements like the midnight census are not reliable since it does not account for the differences in the care for each patient (Hughes, Bobay, Jolly, & Suby, 2015). The financial management principles I considered are consistency, timelines, and justification.

Adjustment of Staff Based on Bed Census: NUR 621 Benchmark – Staffing Matrix and Reflection

I used the generic exact analytic approach to determine the number of nurses working in every shift. In this case, there is an effort to determine the precise number of nurses required to be staffed in each change in a manner that guarantees the expected outcome. The outcome is one that is reflected by the nurse to patient ratio in a cost-effective way (Hurst, n.d.). I favored this approach since it connects with the bed census prediction, so there is an alignment of staffing decisions when inpatient planning occurs. There is also an efficient way to coordinate with other departments. This approach avoids the possibility of overstaffing, which could be counterproductive or even harmful to the overall delivery of services by the nurses.

Adjustment When There are Variances in FTE: NUR 621 Benchmark – Staffing Matrix and Reflection

Determining the cause for the variance in FTE is the most crucial step to mitigate future occurrences. It could be related to errors during budgeting, changing business conditions, and unmet expectations. Once the cause is established, there are strategies to eliminate the causes and streamline expenditure with revenue. One approach I would use to make for variance is to create a flexible budget. The flexible budget enables the comprehension of required resources to support the variable demand and allow the business to be more productive. I would calculate this by finding the ratio between the true (actual) and the budgeted value and then applying an adjustment to the previously planned budget.

I would also consider cost containment, which effectively and efficiently generates the revenue needed to maintain the hospital’s productivity. This approach would ensure the services are still delivered at the required quality at the lowest possible cost. I would also create a position control, and this would help determine the exact budget for labor. The tool would also help to create an accurate inventory or the present and future human resource requirements. Further, the tool would also improve the hiring and scheduling practices hence help reduce higher than budgeted FTEs (A Phase 2 Consulting White Paper Optimal Staffing and Scheduling Management, n.d.). In the end, crisis hiring, which in most cases, attracts extra costs would be avoided when the position control tool is used appropriately.

NUR 621 Benchmark – Staffing Matrix and Reflection References

A Phase 2 Consulting White Paper Optimal Staffing and Scheduling Management. (n.d.).

Hughes, R. G., Bobay, K. L., Jolly, N. A., & Suby, C. (2015). Comparison of nurse staffing based on changes in unit-level workload associated with patient churn. Journal of Nursing Management, 23(3), 390–400. https://doi.org/10.1111/jonm.12147

Hurst, K. (n.d.). Selecting and Applying Methods for Estimating the Size and Mix of Nursing Teams A systematic review of the literature commissioned by the Department of Health Selecting and Applying Methods for Estimating the Size and Mix of Nursing Teams Selecting and Applying Methods for Estimating the Size and Mix of Nursing Teams.

Taylor, B., Henshall, C., Goodwin, L., & Kenyon, S. (2018). Task shifting Midwifery Support Workers as the second health worker at a home birth in the UK: A qualitative study. Midwifery, 62, 109–115. https://doi.org/10.1016/j.midw.2018.03.003

NUR 621 Benchmark – Staffing Matrix and Reflection

Assessment Description

The purpose of this assignment is to prepare students to make staffing decisions based on sound financial management principles and compliance guidelines.

Scenario: You are the nurse leader of a 30-bed medical surgical unit and have to account for all staffing, including any discrepancies. Using sound financial management principles, complete the “NUR-621 Topic 8: Staffing Matrix” in the provided Excel template.

After completing the matrix, compose an 1,000-1,250-word reflection answering the following questions:

1. Why is it important to use a staffing matrix in your health care setting?
2. Briefly describe your staffing matrix. How many FTEs (full-time equivalent) on the staffing roster are required to cover daily needs? What units of services or work measurement did you use and why? What financial management principles did you use to determine your staffing matrix?
3. Explain how you adjusted your staffing based on changes in the patient census.
4. You receive your financial report for the month. You have used more FTEs than what was budgeted for your census. How will you make up the variance? How would you reallocate resources to make up for the variance and still comply with guidelines?

Include two to four peer-reviewed references in your essay, including the textbook.

Prepare this assignment according to the guidelines found in the APA Style Guide, located in the Student Success Center.

This assignment uses a rubric. Please review the rubric prior to beginning the assignment to become familiar with the expectations for successful completion.

You are required to submit this assignment to LopesWrite. A link to the LopesWrite technical support articles is located in Class Resources if you need assistance.

Benchmark Information

This benchmark assignment assesses the following programmatic competencies:

MSN Leadership in Health Care Systems

6.4: Apply sound financial management principles to allocate resources within health care organizations.

Attachments

NUR-621-RS-T8-StaffingMatrix.xlsx

Field Experience Site Information Form

Assessment Description

In preparation for your practicum experience, you will need to access the “Field Experience Site Information Form” from your student portal. You will be submitting your chosen preceptor, site information, and information regarding your chosen experience through this form in order to start the process of being cleared for your practicum experience. You can find information on the preceptor and site requirements by viewing the “Guidelines for Graduate Field Experiences” located in the College of Nursing and Health Care Professions resource page in the Student Success Center.

For this assignment, complete the required “Field Experience Site Information Form” via your student portal. Once you log into your Student Portal, go to My Apps/Edocs/Click here to access all documents pending an e-signature. If you have any questions concerning this form, or if you are unable to view it in your student portal, contact your assigned field experience counselor for assistance.

NOTE: Completion of the form works best on a non-mobile device. Please make sure your pop-up blockers are turned off.

Once you have completed the site information form, a confirmation receipt will be sent to your GCU email. Upload and submit your confirmation receipt in this assignment.

For further instructions, refer to “GCU Technical Support – Field Experience Site Information Form” in your topic Resources.

Attachments

MS-HA-RS-Field Experience Site Informatio

Benchmark – Staffing Matrix and Reflection – Rubric

Collapse All Benchmark – Staffing Matrix And Reflection – RubricCollapse All

Importance of a Staffing Matrix

10 points

Criteria Description

Importance of a Staffing Matrix

5. Target

10 points

The reflection substantially describes why it is important to use a staffing matrix in a health care setting.

4. Acceptable

9.2 points

The reflection clearly describes why it is important to use a staffing matrix in a health care setting.

3. Approaching

8.8 points

The reflection provides a basic description of why it is important to use a staffing matrix in a health care setting.

2. Insufficient

8 points

The reflection provides an incomplete description of why it is important to use a staffing matrix in a health care setting.

1. Unsatisfactory

0 points

The reflection does not sufficiently describe why it is important to use a staffing matrix in a health care setting.

Staffing Matrix Description (B)

10 points

Criteria Description

Staffing Matrix Description (C6.4)

5. Target

10 points

The reflection comprehensively describes the staffing matrix, how many FTEs should be on the staffing roster to cover daily needs, the units of services or work measurement that were used, and the financial management principles that were used to determine the staffing matrix.

4. Acceptable

9.2 points

The reflection thoroughly describes the staffing matrix, how many FTEs should be on the staffing roster to cover daily needs, the units of services or work measurement that were used, and the financial management principles that were used to determine the staffing matrix.

3. Approaching

8.8 points

The reflection clearly describes the staffing matrix, how many FTEs should be on the staffing roster to cover daily needs, the units of services or work measurement that were used, and the financial management principles that were used to determine the staffing matrix.

2. Insufficient

8 points

The reflection vaguely describes the staffing matrix, how many FTEs should be on the staffing roster to cover daily needs, the units of services or work measurement that were used, and the financial management principles that were used to determine the staffing matrix.

1. Unsatisfactory

0 points

The reflection does not adequately describe the staffing matrix, FTEs should be on the staffing roster to cover daily needs, the units of services or work measurement that were used, and the financial management principles that were used to determine the staffing matrix.

Staffing Adjustments

10 points

Criteria Description

Staffing Adjustments

5. Target

10 points

The reflection comprehensively explains what adjustments were made to the staffing based on changes in the patient census.

4. Acceptable

9.2 points

The reflection thoroughly explains what adjustments were made to the staffing based on changes in the patient census.

3. Approaching

8.8 points

The reflection clearly explains what adjustments were made to the staffing based on changes in the patient census.

2. Insufficient

8 points

The reflection vaguely explains what adjustments were made to the staffing based on changes in the patient census.

1. Unsatisfactory

0 points

The reflection does not adequately explain what adjustments were made to the staffing based on changes in the patient census.

Variance

10 points

Criteria Description

Variance

5. Target

10 points

The essay includes a creative and realistic description about what will make up the variance, including how to reallocate resources to make up for the variance while complying with guidelines.

4. Acceptable

9.2 points

The essay includes a realistic description about what will help make up the variance along with how to reallocate resources to make up for the variance while complying with guidelines.

3. Approaching

8.8 points

The essay includes a credible description about what will help make up the variance along with how to reallocate resources to make up for the variance while complying with guidelines.

2. Insufficient

8 points

The essay includes a vague description about what will help make up the variance or how to reallocate resources to make up for the variance while complying with guidelines.

1. Unsatisfactory

0 points

The essay does not include a sufficient description about what will help make up the variance or how to reallocate resources to make up for the variance while complying with guidelines.

Matrix

30 points

Criteria Description

Matrix

5. Target

30 points

The matrix is completed with appropriate staffing numbers.

4. Acceptable

27.6 points

Not Applicable

3. Approaching

26.4 points

The matrix is completed with mostly appropriate staffing numbers.

2. Insufficient

24 points

Not Applicable

1. Unsatisfactory

0 points

The matrix is not completed with appropriate staffing numbers

Thesis, Position, or Purpose

7 points

Criteria Description

Communicates reason for writing and demonstrates awareness of audience.

5. Target

7 points

The thesis, position, or purpose is persuasively developed throughout and skillfully directed to a specific audience.

4. Acceptable

6.44 points

The thesis, position, or purpose is clearly communicated throughout and clearly directed to a specific audience.

3. Approaching

6.16 points

The thesis, position, or purpose is adequately developed. An awareness of the appropriate audience is demonstrated.

2. Insufficient

5.6 points

The thesis, position, or purpose is discernable in most aspects but is occasionally weak or unclear. There is limited awareness of the appropriate audience.

1. Unsatisfactory

0 points

The thesis, position, or purpose is not discernible. No awareness of the appropriate audience is evident.

Development, Structure, and Conclusion

8 points

Criteria Description

Advances position or purpose throughout writing; conclusion aligns to and evolves from development.

5. Target

8 points

The thesis, position, or purpose is coherently and cohesively advanced throughout. The progression of ideas is coherent and unified. A convincing and unambiguous conclusion aligns to the development of the purpose.

4. Acceptable

7.36 points

The thesis, position, or purpose is logically advanced throughout. The progression of ideas is coherent and unified. A clear and plausible conclusion aligns to the development of the purpose.

3. Approaching

7.04 points

The thesis, position, or purpose is advanced in most aspects. Ideas clearly build on each other. Conclusion aligns to the development of the purpose.

2. Insufficient

6.4 points

Limited advancement of thesis, position, or purpose is discernable. There are inconsistencies in organization or the relationship of ideas. Conclusion is simplistic and not fully aligned to the development of the purpose.

1. Unsatisfactory

0 points

No advancement of the thesis, position, or purpose is evident. Connections between paragraphs are missing or inappropriate. No conclusion is offered.

Evidence

5 points

Criteria Description

Selects and integrates evidence to support and advance position/purpose; considers other perspectives.

5. Target

5 points

Comprehensive and compelling evidence is included. Multiple other perspectives are integrated effectively.

4. Acceptable

4.6 points

Specific and appropriate evidence is included. Other perspectives are integrated.

3. Approaching

4.4 points

Relevant evidence that includes other perspectives is used.

2. Insufficient

4 points

Evidence is used but is insufficient or of limited relevance. Simplistic explanation or integration of other perspectives is present.

1. Unsatisfactory

0 points

Evidence to support the thesis, position, or purpose is absent. The writing relies entirely on the perspective of the writer.

Mechanics of Writing

5 points

Criteria Description

Includes spelling, capitalization, punctuation, grammar, language use, sentence structure, etc.

5. Target

5 points

No mechanical errors are present. Skilled control of language choice and sentence structure are used throughout.

4. Acceptable

4.6 points

Few mechanical errors are present. Suitable language choice and sentence structure are used.

3. Approaching

4.4 points

Occasional mechanical errors are present. Language choice is generally appropriate. Varied sentence structure is attempted.

2. Insufficient

4 points

Frequent and repetitive mechanical errors are present. Inconsistencies in language choice or sentence structure are recurrent.

1. Unsatisfactory

0 points

Errors in grammar or syntax are pervasive and impede meaning. Incorrect language choice or sentence structure errors are found throughout.

Format/Documentation

5 points

Criteria Description

Uses appropriate style, such as APA, MLA, etc., for college, subject, and level; documents sources using citations, footnotes, references, bibliography, etc.,

5. Target

5 points

No errors in formatting or documentation are present. Selectivity in the use of direct quotations and synthesis of sources is demonstrated.

4. Acceptable

4.6 points

Appropriate format and documentation are used with only minor errors.

3. Approaching

4.4 points

Appropriate format and documentation are used, although there are some obvious errors.

2. Insufficient

4 points

Appropriate format is attempted, but some elements are missing. Frequent errors in documentation of sources are evident.

1. Unsatisfactory

0 points

Appropriate format is not used. No documentation of sources is provided.

Total 100 points