Scheduling Software
Content
Scheduling Software
Administrator to create one data chunk per doctor with this data: In general this info will only be entered once or changed infrequently Name of doctor Date of hire Full time or moonlighter Oakland shifts yes or no Richmond shifts yes or no Teaching attending yes or no If full time add: works 10/10, 9/10, 8/10, 7/10 or 6/10 time *** CCT yes or no call center yes or no EPRP yes or no Fixed schedule yes or no “Approved vacation/time off” entry mechanism by administrator for each doctor--this may be entered several times a year for each doctor. It could be done on a separate page but an easy way to add multiple “days off” would be good.. Administrator to create one data chunk per day with this data: Shifts to fill at Oakland/Richmond (including CCT and call shifts)--should be entered once and copied to each day with a mechanism to change it either for one specific date or for all future days. Amount of “mandatory” time off after shift (different for day vs night shifts) should be indicated once by administrator and automatically be taken into account). Some shifts should be labeled as “night shifts” and CCT and “call” shifts will have some unique features. Call center and EPRP shifts to fill (I’ll need to find out how much this changes from day to day--perhaps it can be entered once and copied to each day or copied to a fixed pattern--will need some basic data of types of Call Center and EPRP shifts available so docs can rank them--see below) Major or Minor Holiday yes or no (default no) Conference day yes or no (should autofill as yes on each second Wednesday of the month and no otherwise) Any additional “training” or special shifts (I’m not sure how to do this as they need to show up on the schedule but will be assigned to the specific doctor ahead of time-perhaps there are other occasions when a doc will be assigned to a certain shift, for instance for administrative reasons or docs with fixed schedules--see doctor pages) Computer to calculate number of hours to work /month for a 10/10 doc=#weekdays in month-#holidays that month (1 or 0) x 8 hrs see * below Each doctor to complete this data once or yearly (but allow changes at intervals): Enter fixed schedule (only available to docs where administrator has checked fixed schedule-yes) I will need to find out details so we can see a good way to enter this. Perhaps it is a two week cycle of regularly scheduled shifts for a few of the older docs. Ranking of preferred shifts
List displayed of all types of shifts each doc is eligible to work and doc ranks them as favorite to least favorite (will change if departmental schedule changes--auto-import list from list done by administrator with EPRP and basic types of call center shifts listed as well (admin will need to enter those somehow) Indicate if doc would rather work more weekends and fewer nights or fewer nights and more weekends or balanced. Indicate if doc prefers shifts more bunched together or spread apart
Maximum hours/week willing to work Minimum turn around after night shifts (if longer than departmental minimum) Minimum turn around after other shifts (if longer than departmental minimum) Maximum call center hours/day and hours/month or if long call center shifts preferred if call center doc Yearly for fulltimers: (there will be deadlines for entering this, at least if time off to be guaranteed): minor holiday preferences (rank most to least preferred off) major holiday preferences (rank most to least preferred off) Summer vacation requests (2 wks/year between approx memorial day and labor day) Yearly for pool docs: minor holidays offered to work; major holidays offered to work Each doc to complete this monthly, about 2 months in advance of month to be scheduled: For full time docs: Outside the ED work (Peds, Palliative Care, ICU, administrative or meeting hours scheduled which need to be blocked off) ED hours desired (display figure calculated as * above x docs’ schedule (see *** above) -hours of outside work (either calculate above or perhaps easier to just ask # outside hours to subtract) - vacation or leave time. This could be asked as min and max. Requests for time off and urgency of requests (could be 1 or 2 hours or full days) urgent=appointments and commitments then preferred time off like desired but not already preapproved vacation, etc.. Some way to enter this quickly would be great. For moonlighters: minimum and maximum hours desired dates available Computer Geek to make algorithms: 1. Cover all shifts 2. All mandatory time off (other shifts, guaranteed vacation/leave) honored 3. Moonlighters always with full timers 4.Correct # hours to work for each doctor (as calculated for full timers and desired by part timers)--including leave time/work time 5. Not all inexperienced docs working together I’ll have to figure out interval between date of hire and date to call a doc experienced.
6. Other time off honored (appts/commitments) 7. Fairness (even distribution of days, nights, swings, CCT, call center, weekends, call shifts etc) 8. Doc preferences--all the different stuff entered by each doc as above 9. Honor fixed schedules 10. Preferred time off honored (as much as possible) 11. Respect circadian rhythms/shift work protocols (I will look into this) Need to figure out: vacation guarantee rules number of weeks allowed to request off/year. Should this vary by seniority and/or number of leave weeks stored up? To what extent should this be on a first-come, firstserved basis or if all docs should be asked to make requests per month/quarter a certain amount of time ahead....?? Computer Geek to think about: Emergency rescheduling for sick leave cases (one day vs. long term) This will perhaps need different algorithms (least # of changes required) and data reentry (docs who have new times to block out for plans made after schedule was published.)
Administrator to create one data chunk per doctor with this data: In general this info will only be entered once or changed infrequently Name of doctor Date of hire Full time or moonlighter Oakland shifts yes or no Richmond shifts yes or no Teaching attending yes or no If full time add: works 10/10, 9/10, 8/10, 7/10 or 6/10 time *** CCT yes or no call center yes or no EPRP yes or no Fixed schedule yes or no “Approved vacation/time off” entry mechanism by administrator for each doctor--this may be entered several times a year for each doctor. It could be done on a separate page but an easy way to add multiple “days off” would be good.. Administrator to create one data chunk per day with this data: Shifts to fill at Oakland/Richmond (including CCT and call shifts)--should be entered once and copied to each day with a mechanism to change it either for one specific date or for all future days. Amount of “mandatory” time off after shift (different for day vs night shifts) should be indicated once by administrator and automatically be taken into account). Some shifts should be labeled as “night shifts” and CCT and “call” shifts will have some unique features. Call center and EPRP shifts to fill (I’ll need to find out how much this changes from day to day--perhaps it can be entered once and copied to each day or copied to a fixed pattern--will need some basic data of types of Call Center and EPRP shifts available so docs can rank them--see below) Major or Minor Holiday yes or no (default no) Conference day yes or no (should autofill as yes on each second Wednesday of the month and no otherwise) Any additional “training” or special shifts (I’m not sure how to do this as they need to show up on the schedule but will be assigned to the specific doctor ahead of time-perhaps there are other occasions when a doc will be assigned to a certain shift, for instance for administrative reasons or docs with fixed schedules--see doctor pages) Computer to calculate number of hours to work /month for a 10/10 doc=#weekdays in month-#holidays that month (1 or 0) x 8 hrs see * below Each doctor to complete this data once or yearly (but allow changes at intervals): Enter fixed schedule (only available to docs where administrator has checked fixed schedule-yes) I will need to find out details so we can see a good way to enter this. Perhaps it is a two week cycle of regularly scheduled shifts for a few of the older docs. Ranking of preferred shifts
List displayed of all types of shifts each doc is eligible to work and doc ranks them as favorite to least favorite (will change if departmental schedule changes--auto-import list from list done by administrator with EPRP and basic types of call center shifts listed as well (admin will need to enter those somehow) Indicate if doc would rather work more weekends and fewer nights or fewer nights and more weekends or balanced. Indicate if doc prefers shifts more bunched together or spread apart
Maximum hours/week willing to work Minimum turn around after night shifts (if longer than departmental minimum) Minimum turn around after other shifts (if longer than departmental minimum) Maximum call center hours/day and hours/month or if long call center shifts preferred if call center doc Yearly for fulltimers: (there will be deadlines for entering this, at least if time off to be guaranteed): minor holiday preferences (rank most to least preferred off) major holiday preferences (rank most to least preferred off) Summer vacation requests (2 wks/year between approx memorial day and labor day) Yearly for pool docs: minor holidays offered to work; major holidays offered to work Each doc to complete this monthly, about 2 months in advance of month to be scheduled: For full time docs: Outside the ED work (Peds, Palliative Care, ICU, administrative or meeting hours scheduled which need to be blocked off) ED hours desired (display figure calculated as * above x docs’ schedule (see *** above) -hours of outside work (either calculate above or perhaps easier to just ask # outside hours to subtract) - vacation or leave time. This could be asked as min and max. Requests for time off and urgency of requests (could be 1 or 2 hours or full days) urgent=appointments and commitments then preferred time off like desired but not already preapproved vacation, etc.. Some way to enter this quickly would be great. For moonlighters: minimum and maximum hours desired dates available Computer Geek to make algorithms: 1. Cover all shifts 2. All mandatory time off (other shifts, guaranteed vacation/leave) honored 3. Moonlighters always with full timers 4.Correct # hours to work for each doctor (as calculated for full timers and desired by part timers)--including leave time/work time 5. Not all inexperienced docs working together I’ll have to figure out interval between date of hire and date to call a doc experienced.
6. Other time off honored (appts/commitments) 7. Fairness (even distribution of days, nights, swings, CCT, call center, weekends, call shifts etc) 8. Doc preferences--all the different stuff entered by each doc as above 9. Honor fixed schedules 10. Preferred time off honored (as much as possible) 11. Respect circadian rhythms/shift work protocols (I will look into this) Need to figure out: vacation guarantee rules number of weeks allowed to request off/year. Should this vary by seniority and/or number of leave weeks stored up? To what extent should this be on a first-come, firstserved basis or if all docs should be asked to make requests per month/quarter a certain amount of time ahead....?? Computer Geek to think about: Emergency rescheduling for sick leave cases (one day vs. long term) This will perhaps need different algorithms (least # of changes required) and data reentry (docs who have new times to block out for plans made after schedule was published.)
