Who this is for: MyShyft Facility Users
Unexpected call-offs, employee absences, and sudden increases in patient census can create staffing challenges for any healthcare facility.
Without a backup plan, these situations can lead to last-minute scrambling, increased overtime, and additional pressure on your permanent staff.
Having a reliable backup staffing plan helps your facility respond quickly to unexpected openings while maintaining consistent patient care.
With Myshyft, facilities can build a dependable PRN workforce that’s ready to help when additional coverage is needed.
Identify Your Most Common Staffing Gaps
Start by reviewing when and where your facility typically needs additional coverage.
Common staffing challenges include:
- Last-minute employee call-offs
- Weekend and holiday coverage
- Employee PTO and vacations
- Unexpected increases in census
- Open positions
- Hard-to-fill shifts
Understanding these patterns can help you anticipate staffing needs and prepare before shortages occur.
MyShyft Tip: Review previous schedules to identify shifts that frequently require overtime or last-minute coverage.
Build A Flexible PRN Pool
One of the most effective ways to prepare for unexpected staffing gaps is to build relationships with dependable PRN caregivers.
Instead of searching for someone new every time a shift opens, use Myshyft to create a network of caregivers who are already familiar with your facility.
Best practices include:
- Favorite caregivers who perform well
- Rebook reliable healthcare professionals
- Prioritize caregivers familiar with your facility
- Maintain positive working relationships
- Provide a welcoming environment that encourages caregivers to return.
Returning caregivers already understand your workflows, expectations, and team, helping reduce repeated orientation and support continuity of care.
Post Open Shifts as Early as Possible
When you know additional coverage will be needed, don’t wait until the last minute.
Posting shifts early gives caregivers more time to review opportunities and commit to available shifts.
For unexpected call-offs, post the opening on Myshyft as soon as you become aware of the need.
The earlier you post, the more time you have to find qualified coverage.
Have a Plan for Last-Minute Call-Offs
Even with careful planning, unexpected absences can happen.
Create a simple process your team can follow when a shift becomes available.
- Identify the staffing need: Confirm the shift time, department, role, and required qualifications.
- Post the shift on MyShyft: Include the accurate details and any important instructions.
- Monitor the shift: Check the shift status and respond to questions from interested caregivers.
- Communicate with confirmed caregivers: Share arrival instructions and any important updates.
- Prepare for their arrival: Make sure your team knows who is coming and has an assignment ready.
Having a consistent process helps reduce confusion and makes last-minute staffing situations easier to manage.
Communicate Clearly with Caregivers
Clear communication is an important part of successful backup staffing.
Before the shift, make sure caregivers understand:
- Where to park and enter the building
- Who to report to
- Their assigned unit or department
- Required skills or certifications
- Any special instructions
Use MyShyft Shift Chat to communicate important updates or answer questions
You can also find a caregiver’s phone number within their profile page on the shift if direct contact is needed.
Keeping caregivers informed helps them arrive prepared and ready to work.
Reduce Reliance on Overtime
When unexpected staffing gaps occur, permanent employees are often asked to stay late or work additional shifts.
While overtime may help temporarily, relying on it too frequently can increase labor expenses and contribute to employee fatigue.
A dependable PRN workforce gives your facility another option for maintaining coverage without automatically turning to overtime.
This can help:
- Reduce unnecessary overtime expenses
- Prevent excessive workloads
- Support employee satisfaction
- Lower the risk of burnout
- Maintain more consistent staffing coverage
Review and Improve Your Backup Plan
A backup staffing plan should evolve with your facility’s needs
Regularly review:
- Which shifts are hardest to fill?
- How frequently overtime is needed?
- How far in advance are shifts posted?
- Which PRN caregivers regularly return?
- How do staffing needs change with census?
Use this information to identify opportunities to improve your staffing strategy and strengthen your PRN pool.
Backup Staffing Checklist
Make sure your facility is prepared before the next unexpected opening.
- Identify common staffing gaps
- Review upcoming PTO and known absences
- Build a pool of dependable PRN caregivers
- Favorite and rebook reliable caregivers
- Establish a process for last-minute call-offs
- Keep instructions accurate and up to date
- Communicate with caregivers before shifts
- Monitor overtime and staffing trends
- Review your backup staffing plan regularly
Be Prepared Before the Next Staffing Gap
A strong backup staffing plan helps your facility respond to unexpected changes without putting unnecessary pressure on your permanent team.
With MyShyft, you can:
- Fill unexpected openings
- Build relationships with returning caregivers
- Reduce reliance on overtime
- Support your permanent workforce
- Maintain more consistent patient care
The best time to build your backup staffing plan is before you need it.
Ready to Strengthen Your Staffing Strategy?
MyShyft helps healthcare facilities build a flexible PRN workforce that provides additional coverage when staffing needs change.
Schedule a 15-minute meeting with the MyShyft team to learn how our platform can help your facility fill open shifts, reduce overtime, and build a reliable PRN workforce.