Week 9: Staffing and Scheduling Flashcards
According to Healthcare Finance News “________ continue to be hospitals’ biggest expense”. This statement includes the ___________, where human resources account for_____ of the laboratory budget.
Labor costs; clinical laboratory; 42%
The _________ and _________ required of the staff as well as staff scheduling models can optimize laboratory operations.
education and experience
True or false: Failure to recognize the impact of staffing and scheduling might diminish services provided and negatively affect the operating budget.
True
Setting of long-term goals and objective for the number and types of personnel needed to meet the labor requirements of the laboratory.
Staffing process
Finding the “right fit” based on education, specific technical skills, and experience is critical.
Staffing process
Staffing process includes?
- Job Design
- Job Description
- Job Specification
- Job Scheduling
Job Design: Core Job Dimensions?
- Skill variety
- Task identity
- Task significance
- Autonomy
- Feedback
This refers to the range of skills and activities necessary to complete the job.
Skill variety
True or false: The more a person is required to use a wide variety of skills, the less satisfying the job is likely to be.
False
This dimension measures the degree to which the job requires the completion of a whole and identifiable piece of work.
Task identity
True or false: Employees who are involved in an activity from start to finish are usually more satisfied.
True
This looks at the impact and influence of a job.
Task significance
True or false: Jobs are more satisfying if people believe that they make a difference, and are adding real value to colleagues, the organization, or the larger community.
True
This describes the amount of individual choice and discretion involved in a job.
Autonomy
True or false: Less autonomy leads to more satisfaction.
False
True or false: For instance, a job is likely to be more satisfying if people are involved in making decisions, instead of simply being told what to do.
True
Autonomy means?
Self-government
This dimension measures the amount of information an employee receives about his or her performance, and the extent to which he or she can see the impact of the work.
Feedback
Ways to increase the feedback levels?
- sharing production figures
- customer satisfaction scores
Job Design: Critical Psychological States?
- Experienced meaningfulness of the work
- Experienced responsibility for the outcomes of work
- Knowledge of the actual results of the work activity
The extent to which people believe that their job is meaningful and that their work is valued and appreciated (comes from core dimensions 1-3).
Experienced meaningfulness of the work
The extent to which people feel accountable for the results of their work, and for the outcomes they have produced (comes from core dimension 4).
Experienced responsibility for the outcomes of work
The extent to which people know how well they are doing (comes from core dimension 5).
Knowledge of the actual results of the work activity
Job Design: Two Factor Theory is created by?
Frederick Herzberg
Theory that states employees of a work environment therefore are motivated and dissatisfied by two sets of factors: Hygiene Factors & Motivational Factors.
Two Factor Theory by Frederick Herzberg
Two Factor Theory by Frederick Herzberg states employees of a work environment therefore are motivated and dissatisfied by which two sets of factors?
Hygiene Factors & Motivational Factors
Job descriptions should be ________ based and reflect any skills needed.
competency
The requirements for each staff position may vary depending on the ___________ and ___________.
- size of the laboratory
- complexity of testing services offered
Within the job description, each job duty may be classified as a?
- Basic Core Task
- Advanced Technical Skill - Supervisory Responsibility
Job descriptions should?
- Lay out all activities and tasks that should be performed;
- Specify responsibilities for conducting testing and implementing the quality system (policies and activities);
- Reflect the employee’s background and training; and
- Be kept current and be available for all people working in the laboratory.
There are five key sections common to most job descriptions?
- Job title
- Minimum qualifications and desired worker skills
- Job duties
- Responsibilities and accountability
- Job relationships
Job Description Criteria?
- Regulatory
- Certification
- Education
- Training
- Experience
- Physical Demands
- Skills, abilities, knowledge base
- Work environment
Job Description Criteria: State or federal laws mandate qualifications and may require licensure of some laboratory personnel. Often denotes a specific scope of practice.
Regulatory
Job Description Criteria: Voluntary action that declares that the individual has passed an accredited examination indicating that they possess at least entry-level knowledge of the job.
Certification
Job Description Criteria: Educational requirements related to academic degrees and/or specific course work.
Education
Job Description Criteria: On-the-job training that is directly related to the position.
Training
Job Description Criteria: The number of years of experience that is preferred and/or required.
Experience
Job Description Criteria: Any specific physical requirements (such as color recognition, standing, walking, etc.) related to the job.
Physical Demands
Job Description Criteria: Special individual skills such as speaking a second language, writing skills, communication or presentation skills.
Skills, abilities, knowledge base
Job Description Criteria: Where the major amount of work is to be performed (clinical lab, nursing home, satellite labs, home draws, etc.)
Work environment
A _______________ offers a clear and complete format that addresses the expectations of both the employer and the employee.
criterion-based job description
It should be based on legal regulations, certification needs, educational essentials, critical tasks related to the job, and work environment needs.
criterion-based job description
Elements of a Criterion-based Job Description?
- Departmental job title
- Minimum requirements
- General duties
- Teaching duties
- Administrative duties
- Research duties
- Professional development
- Organizational
Elements of a Criterion-based Job Description: Official payroll title of job offered.
Departmental job title
Elements of a Criterion-based Job Description: Education, license or certification, skills/training, minimum number of years of experience.
Minimum requirements
Elements of a Criterion-based Job Description: May include safety, confidentiality, customer service, and/or time and attendance responsibilities.
General duties
Elements of a Criterion-based Job Description: Does this position require teaching of staff, students, or the public?
Teaching duties
Elements of a Criterion-based Job Description: Accountability - Does this position require direct supervision, work under general supervision, or provide direct supervision? Fiduciary - Does this position require an individual to interpret existing policies, implement policies, or develop policies?
Administrative duties
Elements of a Criterion-based Job Description: Does this job require research activities such as research and development of new techniques, instrumentation, etc.? Will the incumbent have to provide on-the-job training of staff?
Research duties
Elements of a Criterion-based Job Description: What are the regulatory requirements for professional development and continuing education?
Professional development
Elements of a Criterion-based Job Description: How does this position fit into the departmental or institutional table of organization? Direct reports: To whom or to which position(s) does the incumbent report? Which positions report to the incumbent?
Organizational
True or false: Specific job duties must be identified to ensure that the incumbent understands what he or she is to do.
True
True or false: “other duties as assigned” is often encouraged by human resources professionals.
False
True or false: Assigning nontechnical duties to a clinical laboratory scientist as punishment for poor job performance (such as washing glassware, mopping floors, or trash removal) may be considered working out of title and possibly discriminatory.
True
Components of the Search Process?
- Search Committee
- Advertising
- Interview
True or false: Search Process - Search Committee can be simple or complex depending on the level of the position.
True
True or false: For entry-level positions, the interview process need only involve the supervisor and manager.
True
True or false: For interviewing supervisory level positions or above, it is advisable to assemble a formal search committee consisting of an appropriate mix of individuals.
True
The advertisement for a search process should be?
- Concise
- Stating the job title
- The minimum educational requirements
- Any applicable licensure or certification requirements
- A brief summary of the main job responsibilities
True or false: The advertisement for a search process should contain only the minimum qualifications.
True
In advertisements, avoid using _______ qualifications as requirements, as that may eliminate some good candidates.
“preferred”
In advertisements, the ________ should not be stated, as it might deter good candidates from applying or encourage less qualified candidates.
salary range
True or false: Salary ranges may be discussed as part of the interview process, but they are often best addressed as part of the final negotiations.
True
Consider also where to advertise. Sample online engine for job search includes?
- Indeed
- Glassdoor
- ascp.org
- Career Builder
- Linked In
- Monster
- Zip Recruiter
- Jobstreet
A Common Technique for Screening Résumés?
3 Group Division
In 3 Group Division, Group 1 consists of those individuals who have?
outstanding qualifications and are strong candidates for the job
In 3 Group Division, Group 2 includes those who?
meet just the minimum qualifications
True or false: If none of the Group 1 candidates are viable, those in Group 2 move up the list.
True
In 3 Group Division, Group 3 includes those individuals who?
do not meet one or more of the qualifications
Key points to consider when reviewing résumés are _____, _____, and _____.
spelling, grammar, and syntax
True or false: Not taking the time to carefully review and submit a well-written résumé suggests a lazy, irresponsible, poorly educated, or otherwise less than-acceptable candidate.
True
Considerations in Creating a Resumé?
- Informal writing, inappropriate use of abbreviations, colloquialisms
- Handwritten or photocopied résumé
- Appearance
- Colored paper, embossed emblems or watermarks, perfumed paper
- Minimum qualifications
- Too much information
- Discriminatory practice
- Inconsistencies in work history, education, or other time- relevant events.
Five categories of interview question formats? (Pero 4 lang nasa PPT lmao)
- Leading Questions
- Direct Questions
- Open-ended Questions
- Hypothetical Questions
Interview question format: “Are you a hard worker?”
Leading Questions
Interview question format: “Have you had hands-on training in performing phlebotomies?”
Direct Questions
Interview question format: “How does your training apply to the job offered?”
Open-ended Questions
Interview question format: “If you had to reduce your budget by 20%, how would you go about it?”
Hypothetical Questions
Ten Interview Tips?
- Prepare before the interview; do not use the interview time to look at the candidate’s résumé for the first time.
- Allow an adequate amount of time for the interview.
- Avoid interruptions. Schedule the interview in a quiet area.
- Welcome each candidate warmly and make the candidate feel at ease.
- Explain the interview process and what follow-up the candidate might expect.
- Avoid asking stress questions.
- Avoid controversial issues. Do not ask illegal questions.
- Do not make promises to the candidate that you cannot keep.
- If you do not know the answer to a question, don’t guess.
- Don’t do all the talking.
Candidates interviewed should be evaluated based on their qualifications: education, abilities, experience, and responses to the interview questions.
Hiring Process
The candidate’s references is checked.
Hiring Process
Background Check - to ensure the safety of patients and staff as well as to provide protection for the employer. Some employers have embraced Internet social media sites such as Facebook etc.
Hiring Process
This is to ensure the safety of patients and staff as well as to provide protection for the employer. Some employers have embraced Internet social media sites such as Facebook etc.
Background Check
The laboratory manager must assess the needs of the laboratory to determine the number of employees needed as well as the mix of expertise, training, or credentials of technical staff.
Job Staffing
Job staffing: elements within the laboratory that should be addressed?
- Test Mix
- House of Operation
- Supervision
- Service Level
- Service Supported
- Productivity Levels
Elements of Job Staffing: Moderately and highly complex tests, requires a different group of technical staff than a laboratory performing mostly routine testing on automated analyzers. Specialty areas in microbiology, surgical pathology or cytology, and blood bank also require special consideration.
Test Mix
Elements of Job Staffing: Full-service laboratory supporting an ER and/or intensive care units requires a different pattern than an outpatient laboratory or POL providing services Monday to Friday for one shift. Staff must be available to support the emergency room and critical care units, at least for those tests that must be available as STAT tests at all times.
House Operation
Elements of Job Staffing: The need for supervising technologists in addition to technicians on off shifts, weekends, and holidays.
Supervision
Elements of Job Staffing: Turnaround time, phlebotomy, results reporting, and sequential testing are all variables to consider when staffing the laboratory. A full-service laboratory performing tests for the ER will require testing personnel 24 hours/day to perform a STAT test menu with turnaround times within minutes.
Services
Elements of Job Staffing: For example, if the amount of time available to work is used as the maximum opportunity, then the 8-hour day is actually 7 hours (assuming 1 hour for lunch and breaks). 100% productivity of available work time is 87% of total worked time.
Productivity levels
Matching the people in the lab with the current workload requirements.
Scheduling
To schedule staff effectively, the laboratory manager must understand the following?
- Needs of the Laboratory
- Hours of Operation
- The staff required versus the needs of the employees
True or false: When the laboratory manager can include employees in the scheduling process, individual needs can be considered, as long as business needs are met.
True
True or false: The percentage of laboratories using flexible staffing increases with bed size up to 600 beds. As expected, smaller labs have less opportunity to flex their staff if they are already at minimum staffing levels.
True
Can improve or increase staff retention while continuing to provide the services required of the laboratory.
“Life-Work Balance”
Scheduling processes are reviewed to provide options and opportunities that meet the key success factors for the laboratory.
Metrics for Success
Key success factors for the laboratory/Metrics for Success?
- Reporting Efficiency
- Turnaround Time
- Productivity Measurements
- Impact on Staff
- Scheduling Processes
Staffing and scheduling are very dependent on the?
- Locale
- The Availability of Technical Staff
- The Practice Patterns by Physicians
- The service lines offered by the healthcare facility, and patient expectations
