Building Your Bench: Steps to Creating a Robust Internal Medical and RN Staffing Pool

In today's challenging healthcare environment, staffing shortages can disrupt patient care and strain your existing workforce. Building a robust internal medical and RN staffing pool offers a strategic solution, providing flexibility, cost-effectiveness, and enhanced continuity of care. This blog outlines the essential steps to create a successful internal resource pool, empowering your facility to meet fluctuating staffing needs.

1. Conduct a Thorough Needs Assessment:

• Identify Staffing Gaps: Analyze historical data and current trends to pinpoint areas with frequent staffing shortages, including specific specialties and nursing units.
• Forecast Future Needs: Consider anticipated patient volume, seasonal fluctuations, and upcoming leaves of absence to project future staffing demands.
• Specialty-Specific Requirements: Determine the specific skills and certifications required for each role within your resource pool.

2. Define the Structure and Scope of Your Pool:

• Pool Size and Composition: Determine the optimal size and composition of your resource pool, considering your facility's size and needs.
• Eligibility Criteria: Establish clear eligibility criteria for physicians, NPs, PAs, and RNs to join the pool.
• Compensation and Benefits: Develop a competitive compensation and benefits package to attract and retain qualified staff.
• Scheduling and Availability: Define scheduling policies and expectations for pool members, including on-call requirements and availability.

3. Recruit and Select Qualified Staff:

• Internal Promotion: Prioritize internal recruitment by promoting the benefits of joining the resource pool to existing staff.
• External Recruitment: Utilize targeted recruitment strategies to attract qualified candidates from outside your facility.
• Rigorous Screening: Implement a rigorous screening process, including credential verification, background checks, and reference checks.
• Skill Assessments: Conduct skill assessments to ensure candidates possess the necessary clinical competencies.

4. Streamline Credentialing and Onboarding:

• Centralized Credentialing: Establish a centralized credentialing process to streamline the verification of licenses, certifications, and malpractice insurance.
• Comprehensive Onboarding: Develop a comprehensive onboarding program that includes facility orientation, EHR training, and introduction to key staff members.
• Standardized Documentation: Utilize standardized documentation and forms to ensure consistency and efficiency.

5. Implement Effective Scheduling and Deployment:

• Centralized Scheduling System: Implement a centralized scheduling system to efficiently manage the availability and deployment of pool members.
• Real-Time Communication: Utilize real-time communication tools to notify pool members of available shifts and assignments.
• Flexible Scheduling Options: Offer flexible scheduling options to accommodate the diverse needs of pool members.

6. Provide Ongoing Training and Development:

• Continuing Education: Offer continuing education opportunities to ensure pool members maintain their clinical skills and stay up-to-date on best practices.
• Specialty-Specific Training: Provide specialty-specific training to enhance the skills of pool members in high-demand areas.
• Cross-Training: Cross-train RNs to increase their versatility and ability to fill various roles within the facility.

7. Foster a Supportive and Collaborative Environment:

• Regular Communication: Maintain regular communication with pool members to address any concerns and provide support.
• Recognition and Appreciation: Recognize and appreciate the contributions of pool members to boost morale and retention.
• Team Integration: Facilitate team integration by encouraging pool members to participate in staff meetings and social events.

8. Leverage Technology Solutions:

• Resource Management Software: Utilize resource management software to streamline scheduling, communication, and performance tracking.
• EHR Integration: Ensure seamless integration between the scheduling system and the EHR to facilitate efficient documentation.
• Communication Platforms: Use communication platforms for instant messaging and sharing of information.

9. Monitor Performance and Gather Feedback:

• Regular Evaluations: Conduct regular performance evaluations to assess the quality of care provided by pool members.
• Patient and Staff Feedback: Gather feedback from patients and staff to identify areas for improvement.
• Data Analysis: Analyze data on patient outcomes, staffing utilization, and cost savings to measure the effectiveness of the resource pool.

10. Continuously Improve and Adapt:

• Regular Review: Regularly review the resource pool's policies and procedures to identify areas for improvement.
• Adapt to Changing Needs: Adapt the resource pool to meet the evolving needs of your facility and patient population.
• Stay Informed: Stay informed about industry best practices and emerging trends in internal staffing.

By following these steps, you can build a robust internal medical and RN staffing pool that provides a reliable and cost-effective solution to your facility's staffing challenges.