Determining staffing needs and accessing support for sites in COVID-19 outbreak.
Identifying the Need for Staffing
- For COVID-19 Outbreak sites, the Fraser Health Outbreak Response Lead and Facility Lead consult with Public Health on staff and resident Cohorting Plans for the site before staffing needs are determined. These plans may indicate how staff and residents are to be cohorted within the building.
- Once the need for a Cohorting Plan is clarified, the Fraser Health Outbreak Response Lead works with the Facility Lead to determine if there are any potential staffing needs at the site.
- Fraser Health can support staffing levels in the event of a COVID-19 Outbreak only when all available strategies within your organization have been exhausted. Before requesting FHA Relief Pool staffing support, sites must confirm that the following strategies have been applied:
- Casual and RPT staff given the opportunity to maximize hours to full time
- Staff given the opportunity to work on days off
- Staff offered voluntary OT, including working extended shifts
- Staff given option to cancel vacation
- Agencies have been contacted for staff
- Hiring of any new applicants that are available
- Determine how many positions are below baseline for each role/shift, using the steps below
- Facility Lead, in collaboration with the Fraser Health Outbreak Response Lead, completes the ‘Staffing Request for Service’ form to ensure the accuracy and completeness of the request. Use the cheat sheet to assist with completing the form.
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The embedded Staffing Request for Service Form.
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- Once the form is completed the Facility Lead presses the ‘submit’ button to generate an email with the request form attached to the FH Staffing support team. The Facility Lead must copy the Fraser Health Outbreak Response Lead on this email. The Facility Lead will receive an auto-reply message noting that the request has been received and will be processed. The Staffing email inbox is monitored hourly, 8:00am-4:00pm, 7 days per week.
- The Staffing Support Services Team Lead and Schedulers review staffing requests and will contact the Fraser Health Outbreak Response Lead and Facility Lead if questions arise.
- Once all shift requests have been called out, Scheduler sends the staff schedule via email to Facility Lead and the Fraser Health Outbreak Response Lead including filled and unfilled shifts.
- FH staff will be deployed for a minimum of 5 days and be scheduled according to relevant collective agreement guidelines.
Follow-up, Changes and Information
- For urgent issues only (e.g. absent staff or staffing issues at site) Fraser Health Outbreak Response Lead or Facility DOC may call the Scheduler at 604-613-5809.
- Contracted/Private Facility staff must be scheduled to work on COVID-19+ units; FH staff to work on non-COVID-19 units. FH staff will work with COVID-19+ residents when no other option is available, this decision must be made in consultation with Staffing Leadership, and the Fraser Health Outbreak Response Lead.
- Site staffing requests, and unexpected changes (e.g. EARL calls) are reviewed daily by the Scheduling team, in collaboration with Staffing Leadership, the Fraser Health Outbreak Response Lead and the Facility Lead.
- To extend staffing, change staffing, or make requests for new staffing, the Facility Lead, in collaboration with the Fraser Health Outbreak Response Lead, completes and submits a new ‘Staffing Request for Service’ form, clearly indicating if this is a new request, change request, etc.
Staffing Request Exit and Closure
Facility staffing requests are closed when the request has been filled and services are no longer needed as per Fraser Health Outbreak Response Lead and Facility Lead. FH deployed staff will complete their booked shifts at the site unless they can be redeployed to an alternate facility.