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Creative Scheduling Solutions for Holiday and Vacation Call Management at the 2nd Annual Ellison-Pierce Symposium

Join James Roncevic at the 2nd Annual Ellison-Pierce Symposium for an insightful session on innovative scheduling strategies designed to optimize on-call distribution among medical colleagues. This session will discuss how to fairly allocate vacations and holidays, reduce the overall call burden, and enhance the availability of medical doctors for daily operations. Attendees will learn about the new call team structure, criteria for team distribution, and the scheduling process, aiming to create a more balanced and efficient call system for medical practices.

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Creative Scheduling Solutions for Holiday and Vacation Call Management at the 2nd Annual Ellison-Pierce Symposium

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  1. 2nd Annual Ellison Pierce Symposium Positioning Your ORs For The Future Creative Scheduling Ideas for Call, Holidays, & Vacations James Roncevic May 20, 2006 8:30-9:00am

  2. Do you feel your call is fairly distributed among your colleagues? QUESTION: • Yes • No 0 / 10

  3. Do you feel the allocation of vacations and holidays in your group is equitable? QUESTION: • Yes • No 0 / 10

  4. THE CALL TEAM IDEA • Objectives • Reduce overall call burden • Provide fairer distribution of call • Reduce late hours of non-call MDs • Increase MDs available for daily Ors • High team & Low team vs non-IH Calls

  5. OLD DAILY CALLS 5 – In-House 15 – Facility-specific non-in-house Total – 20 NEW DAILY CALLS 5 – In-House 1 – Facility-specific non-in-house 3 – High Team 8 – Low Team Total – 17 OLD VERSUS NEW A SAVINGS OF 1095 CALL SHIFTS PER YEAR!

  6. CALL TEAM CRITERIA • 11 MD CALL TEAM • HIGH/LOW split • At least 2 MDs for each facility • 3 MD HIGH TEAM • Can cover all facilities between them • No 1 MD can cover 2 facilities alone • Responsible of for all night-time call cases • Post-call day off • 8 MD LOW TEAM • Assist in covering all late evening cases • Assigned to relieve non-call MDs • Called in during the night only in emergency • Out early (2pm) on post call day

  7. THE SCHEDULING PROCESS • File Setup • Update Credentialing File Data • Update High Team Trios • Vacations & Days Off / Meetings • Call & No-Call Requests / Set Schedules • Pain / St. Luke’s / Cardiac / Weekends • Weekday High Team / In-House / Low Team • Review / Revise / Publish • Daily Maintenance

  8. CREDENTIALING DATA

  9. IN SEARCH OF HIGH TEAMS

  10. THE HIGH TEAM TALLY 1205 TRIOS

  11. HIGH TEAM TRIO NUMBERS

  12. HIGH TEAM TRIO NUMBERS

  13. TRIO FILTER

  14. THE FILE STRUCTURE 1 2 4 3

  15. TOTAL TEAM COVERAGE

  16. THE ANALYSIS

  17. SUMMARY TOTALS

  18. INDIVIDUAL SCHEDULE

  19. VACATION / HOLIDAY SCHEDULING • The Process • Request Forms Prepared and Sent to MDs • MDs Complete and Return Forms • Data Entered into Vacation & Holiday Files • The Significance of Priorities • Why Annual Vacation Planning • How to Play the Vacation Priority Game • The Vacation File

  20. MAJOR HOLIDAY TEAMS

  21. VACATION REQUEST FORM

  22. REQUEST PRIORITY ENTRY

  23. WEEKLY LIMITS

  24. CREDENTIALING CHECK

  25. WHO GOT WHAT

  26. POSTED TO WEBSITE

  27. INDIVIDUAL SCHEDULES

  28. THE DAILY SCHEDULE Updated call team and vacation schedules are mapped to the daily schedules.

  29. Daily Scheduling Diagram RN Monthly Schedule & Changes MD Call Changes DAILY SCHEDULE POSTED TO WEB Credentialing Changes Quarterly MD Call CRNA Vacation Changes Post to Web MLOA Annual CRNA Vacation Daily Schedule 6 & 7 8 5 & 6 9 & 10 Post to Web 4 Annual MD Vacation 3 11 & 12 Post to Web 1 & 2 13 & 14 23 & 24 15 & 16 22 17 Post to Web 18 21 19 Monthly CRNA Schedule MD Vacation Changes 20 Misc. Req. Meetings ANN’S RED BOOK CRNA Schedule Changes OFF/ NCD LOCUM & PER DIEM SHEDULES AVAILABILITY CHANGES

  30. QUESTIONS & COMMENTS

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