Overtime Happens! But when you have a clear picture of your payroll in progress at any time during the pay period, you are much better equipped to avoid spending those premium dollars.
What if you had a list available every day to see if you are pacing towards overtime? Would you make some changes in your scheduling? Perhaps redirect some hours to another employee who is light this week?
This may sound obvious, but overtime often happens because you simply don’t know how the payroll hours are trending. CORE, a financial GPS solution, provides the daily view into how the company’s money is being spent, historically and prospectively.
Each department in your facility has a budget, which guides their spending. If a department head goes over budget spending on supplies, they haven’t met expectations of the company. Sometimes it can’t be avoided, but often it’s a matter of not having updated intel. If payroll goes over budget, this is a more significant issue – overtime is paid with the premium dollar – time and a half (in most states). The premium dollar equals the ½ time you paid to cover the gap.
No one schedules over time, but as conditions change in your operations, gaps often occur in coverage. CORE gives you the tool to find the right RN, who is not on pace to be paid time and a half. The department manager can make a conscious and objective choice. CORE splits out by pay code and the individual’s payroll number. You can see exactly where you’re spending the premium dollar.
Many companies have a “zero overtime” policy for this reason. That premium dollar is cash leaked directly from the company’s bottom line. Any time you’re paying over what you projected to pay, you are spending margin dollars. With the imminent minimum wage increase quickly approaching, it makes sense to address your processes now.
CMS requires a certain amount of RN hours based on census. Since census is always fluctuating, CORE enables you to see these changes, integrated with your payroll and time clock. Alter the schedule accordingly to make a big difference in payroll spending. Having these programs integrated gives you the ability to improve your CMS star rating, while negotiating census appropriate coverage.
Say your facility is currently at a two-star rating for RN staffing. CORE is calculating hours per patient day (HPPD) daily so that you can see if you have enough staff scheduled to make it a three-star. Dream of managing those premium dollars back into your schedule to increase the star rating. You have the ability, with CORE, to forecast your PBJ status daily.
PBJ reporting remains a mystery to many excellent skilled nursing operators. The integration of census software with payroll and scheduling is the key to understanding historically, and then forecasting for improvement.
Where does agency staffing fit into CMS star ratings, PBJ reporting, and budget overspending? When HPPD are needed, external sources can be tapped to achieve the regulatory level. CORE integrates your agency database with your time clock system for accuracy, making PBJ reporting a much simpler process. Agency staffing helps avoid spending premium dollars on payroll.
The time clock is never infallible. With the level of detail CORE provides, you can spot time clock errors and correct anomalies long before they wreak havoc with your payroll administrators. Simply make the adjustment and CORE recalculates at the next scheduled update, adjusting the hours, the PPDs, and the PBJ projection.
At the end of the day, we know Overtime Happens. But overtime benefits no one. Not your company, because it’s too expensive. Not your team, because even if they want the boost to their paycheck, a 40+ hour work week is the road to burnout. Not your customer, as an overworked staff never delivers a five-star experience.
Overtime is avoidable. Contact us today to learn more about reeling in your premium dollars.