Cancellations:

1st occasion of cancelling with less than 12 hours notice – formal letter to be sent requesting reasons for cancellation. If cancellation is unwarranted, the temporary worker will be placed on a three month monitoring period. If no further short notice cancellations within the three month period, monitoring will be removed.

2nd occasion of cancelling with less than 12 hours notice – formal letter to be sent requesting reason for cancellation, if cancellation is unwarranted, further three month monitoring period commences from the day of 2nd cancellation. If no further short notice cancellations within the three month period, monitoring will be removed.

3rd occasion of unwarranted cancelling with less than 12 hours notice – worker will be removed from the temporary staffing workforce.

Did not arrive (DNAs):

1st DNA – formal letter to be sent requesting reasons for DNA. Temporary worker will be placed on a 6 month monitoring period. If no further DNA occurs within the 6 month monitoring period, monitoring will be removed.

2nd DNA – formal letter to be sent requesting reasons for DNA. A further 6 month monitoring period will commence from the day of the 2nd DNA. If no further DNA occurs within the 6 month monitoring period, monitoring will be removed.

3rd DNA – temporary worker will be removed from the temporary staffing workforce.

There has been an increasing number of short notice cancellations and nonattendance for bank shifts across the organisation. This is impacting on patient and staff safety as services are not able to meet safer staffing requirements. Requesting more notice for cancellations will support alternative cover being sourced. Monitoring processes have been introduced as a supportive measure and to ensure that the temporary staffing workforce is effective and reliable.  

Shifts should be cancelled on the roster as soon as possible. 

Bank workers can be cancelled on the roster. Select the relevant shift, right click and click cancel. You will then be requested to select a duty cancellation reason please select the relevant reason for cancellation. If it is a service decision to cancel the bank worker please also contact the relevant temporary staffing inbox and ask them to notify the bank worker of cancellation.

Cancellations within 12 hours of shift start time should be avoided wherever possible by using mobilisation. If a cancellation is unavoidable, payment will need to be made to the bank worker from the area that the shift was booked. You must notify the temporary staffing office via email including the staff name, shift booked and reason for cancellation. The temporary staffing office will add this to the roster in a way which does not impact fill rates, but it will be charged to the correct cost code.

As part of this work the cancellation reasons have been streamlined, please see below table for cancellation reasons and when they should be used:

Reason

When to use

Agency booking error

For temporary staffing use only

Bank staff - error

error has been made in roster eg bank staff booked into incorrect shift, shifts cancelled with this code will not be monitored.

Bank staff - move

bank staff has been redeployed to another area, shifts cancelled with this code will not be monitored.

Bank staff available

cancelling agency duties in favour of bank staff

Bank staff sickness

All cancellations for sickness

Cancelled – no reason

Bank staff cancelled and did not provide a reason

Childcare

Bank staff cite child care/child illness as reason for cancellation

D & v

Specifically to be used for D and V

Decreased observations

Shift being cancelled due to decrease in acuity, the shift should also be reset to unit fulfilment to avoid being rebooked.

Disciplinary issue

Any cancellations due to disciplinary or conduct issue, shifts cancelled with this code will not be monitored.

Dna

Did not attend shift

Manager cancelled

Cancelled by the manager/deputy of area for any other reason not included in this list

Medical / dental appointment

Bank staff cancelled due to appointment

Moved to Escort Duty

Bank staff moved to escort duty, shifts cancelled with this code will not be monitored.

Personal reasons

Bank staff cancelled due to personal reasons

Refused to move

Area cancelled shift as bank staff refused to be redeployed

Study leave

Cancelled due to training

Transport issues

Bank staff cancelled due to issues with transportation

Ward staff available

Shift cancelled by area as bank no longer needed, the shift must also be reset to unit fulfilment

Work related - musculoskeletal injuries

Only to be used for work related absences, RADAR and WRA SharePoint and incident form must be submitted. shifts cancelled with this code will not be monitored.

Work related - other

Only to be used for work related absences, RADAR and WRA SharePoint and incident form must be submitted. shifts cancelled with this code will not be monitored.

Work related - patient assault / muscular injuries

Only to be used for work related absences, RADAR and WRA SharePoint and incident form must be submitted. shifts cancelled with this code will not be monitored.

Work related anxiety/ stress/ depression

Only to be used for work related absences, RADAR and WRA SharePoint and incident form must be submitted. shifts cancelled with this code will not be monitored.

Please see table in above drop down (What reason do I use for cancellations on the roster?) for cancellation reasons and there uses.

If a temporary worker has cancelled a shift and has made the area aware, please cancel the shift on the roster using the relevant cancellation reason. (right click relevant shift, select cancel, select correct duty cancellation reason).

Cancellations will be monitored using a roster report, there is no need to inform temporary staffing office of the cancellation.

Cancel the shift on roster selecting DNA as the cancellation reason. If there is no contact made email tsclinical@merseycare.nhs.uk who will complete a welfare check. Due to the volume of DNAs in the organisation, feedback will not be given directly to roster managers.

DNAs will be monitored using a roster report, if you do not have concerns regarding welfare, there is no requirement to inform the temporary staffing office.

Please select BANK STAFF – ERROR, cancellations using this code will not be monitored.

There will be times when a shift is cancelled but there isn’t anyone with the relevant access to cancel the shift on the roster. Please email the relevant temporary staffing inbox to inform of the cancellation and the time the call was made. The temporary staffing team will remove the shift from the roster and add a note to the system to ensure the person is not unnecessarily subject to monitoring.