Most care providers know that agency cover costs more than their own staff. What is less obvious is how much of the cost comes not from the use of agency staff, but from how late the shift is requested. Short-notice requests are the hardest to fill and usually the most expensive.
Here are six changes that can bring spend down without harming care.
1. Plan the rota further ahead
Publish rotas earlier and fill known gaps as soon as you see them. A shift booked days ahead is easier to fill, easier to match to the right person, and less stressful for everyone.
2. Build a small pool of familiar workers
People who know your service, your residents and your routines need less supervision and settle in faster. Ask for the same workers where you can. Continuity of care is good for the people you support and good for your budget.
3. Look at the pattern, not the single shift
Review a few weeks of requests. Are the gaps always on the same days, the same shift, the same unit? If so, a small change to the core rota may remove the need for agency cover altogether.
4. Use your own bank for predictable gaps
A bank of your own staff who choose extra shifts costs less than agency cover. Keep it healthy by making shifts easy to see and book, and by paying promptly.
5. Agree clear rates and notice terms
Know what you pay for different roles, nights, weekends and short notice, and what is charged if you cancel late. Predictable terms make budgeting easier and prevent disputes.
6. Measure what matters
Track more than the bill. Useful measures include how many shifts were filled, how many were requested with less than 48 hours' notice, how often a worker was new to your service, and any incidents linked to cover. These show whether a saving is really a saving.
A note on safety
A cheaper shift is no saving if the worker is not suitably checked or trained. Always confirm that agency staff have the right checks, training and references for the role before they start.
If you would like to talk through your own pattern of requests, our team will be glad to help you plan.
