Who this is for: MyShyft Facility Users
At MyShyft we know last-minute cancellations create operational challenges that can affect you entire team. They increase overtime, place additional strain on staff, reduce morale, and may ultimately impact patient care.
While cancellations can’t be eliminated completely, facilities that build strong relationships with caregivers and provides clear, accurate shift information typically experience lower cancellation rates.
MyShyft helps facilities reduce cancellations by connecting them with reliable caregivers and providing tools to build dependable PRN workforce.
Best Practices for Reducing Cancellations
The facilities with the strongest fill rates often work with the same dependable caregivers again and again.
Building familiarity benefits both your staff and the PRN caregivers working in your building.
Best practices:
- Favorite dependable caregivers
- Rebook high-performing caregivers regularly
- Prioritize caregivers who are familiar with your facility and team
- Build positive, professional relationships
Caregivers who know your workflows and feel welcomed are often more likely to accept future shifts and follow through on their shift commitments.
Post Accurate and Transparent Shift Instructions
One of the leading causes of cancellations is unexpected surprises.
When caregivers know exactly what to expect, they can confidently accept shifts they’re prepared to work.
Include details such as:
- Unit or floor
- Patient population or acuity level
- Primary responsibilities
- Facility expectations
- Parking or entrance instructions
- Special notes or equipment requirements
The more information you provide these workers, the less stress they feel coming into their shifts!
Learn best practices for writing shift instructions here
Post Shifts Early
When possible, post open shifts as soon as you know coverage is needed.
Early posting:
- Gives caregivers more time to plan their schedules
- Increases visibility into your building
- Improves fill rates
- Reduces the need for last-minute staffing and scrambling
Communicate Quickly
If shift details change:
- Delete and repost the shift immediately
- Notify caregivers via shift chat
- Respond promptly to questions
Timely communication helps build confidence and reduces misunderstandings.
MyShyft Tip: Use the Shift Chat feature to communicate directly with caregivers about important updates. If you need to reach them by phone, you can find their phone number on their profile page within the shift.
Create a Positive Experience
Caregivers are more likely to return to facilities where they feel respected and supported.
Simple actions can make a big difference:
- Welcome caregivers when they arrive
- Provide a thorough explanation of tasks (or orientation) for first time workers
- Ensure assignments are clear
- Offer support throughout the shift
- Thank caregivers before they leave
A positive experience encourages repeat bookings and strengthens your PRN pool.
Recognize High Performers
When you find caregivers who consistently excellent care:
- Favorite them on the platform
- Invite them back regularly (reach out to them when you post open shifts)
- Build familiarity over time
Common Mistakes to Avoid
- Posting vague shift descriptions
- Posting last-minute shifts often
- Frequently changing assignments after a caregiver arrives
- Failing to communicate updates
- Treating PRN caregivers differently than permanent staff
Benefits of Reducing Cancellations
Facilities that reduce cancellations often experience:
- Higher shift fill rates
- Lower overtime costs
- Greater staff consistency
- Improved satisfaction on both sides
- Better continuity of care
- Stronger long-term relationships with caregivers
Need Help?
The MyShyft team is here to help you build a reliable PRN workforce. If you have questions about improving fill rates or reducing cancellations, contact your MyShyft representative or the MyShyft support team.