Last year, we published a discussion paper on how to make the NHS Workforce Plan a reality. We highlighted the cost and time savings that an ATS has afforded to some of our NHS clients, but if the UK Government is to be believed, that workforce plan has now become a priority.
Staffing shortages are a common challenge, often addressed by hiring temporary or "bank" staff. While this provides short-term relief, the increasing costs associated with temporary staffing have raised concerns. There are reports that some shifts for temporary healthcare workers can cost as much as £5,000 per shift.
This has sparked discussions around the financial strain on healthcare systems and the need for long-term strategies to reduce overreliance on temporary workers.
Reducing the use of bank staff requires a more sustainable and strategic approach to workforce planning and staff retention.
Below are several strategies that can help healthcare providers address this issue.
Strengthen permanent recruitment and retention
One of the most effective ways to reduce dependence on bank staff is to focus on recruiting and retaining a stable, permanent workforce. Recruitment efforts should emphasise not only competitive salaries but also factors like work-life balance, professional development, and job security. Retention strategies are equally important and might include offering ongoing training, mentorship opportunities, and career progression paths to enhance employee satisfaction.
Satisfied and well-supported permanent employees are less likely to leave their roles, reducing the need for costly temporary replacements.
Offer flexible working options
We don't just mean home-working!
A key reason many healthcare professionals turn to bank or agency work is the flexibility it offers. By introducing more flexible working options for permanent staff—such as part-time schedules, self-rostering, or the ability to swap shifts—employers can retain workers who might otherwise leave for temporary roles.
There's a good chance you already offer this - but are you regularly publicising it? Are you making an effort to avoid any stigmas attached to it?
Flexible working arrangements not only improve employee satisfaction but can also increase the likelihood that staff will stay in permanent roles, reducing the need for short-term cover.
Revisit your ATS and check it's fit for purpose
The reality is that if your hiring system is using outdated software, it might be time to join your other Trusts and change.
An applicant tracking system (ATS) can be instrumental in reducing an over-reliance on bank staff by streamlining recruitment processes and improving workforce planning. Our ATS - Jobtrain - is already used by NHS Trusts.
It's a system that allows HR teams to quickly identify qualified candidates for permanent positions, reducing the need for temporary staff. Additionally, our ATS offers robust reporting and analytics features that enable organisations to forecast staffing needs more accurately, ensuring the right staff are in place before shortages occur. By improving the efficiency of hiring processes and providing deeper insights into workforce planning, our ATS helps reduce the costs associated with short-term staffing solutions, while supporting the recruitment of long-term, committed employees.
Download the ATS procurement guide for the NHS
Improve workforce planning
Better workforce planning can significantly reduce last-minute staff shortages, which often lead to the use of bank staff. Healthcare organisations can use data-driven approaches to predict staffing needs based on historical patterns, such as seasonal increases in patient demand. By anticipating shortages, organisations can better schedule permanent staff, reducing the need to rely on temporary workers.
Investing in workforce management tools that allow for real-time visibility into staffing levels and forecast future needs can also improve the ability to plan for shifts in demand. This proactive approach can prevent staffing crises and avoid the need for costly last-minute temporary hires.
Develop internal staff banks
Many healthcare organisations are setting up their own internal staff banks as an alternative to relying on external agencies. These internal banks allow regular staff to pick up extra shifts within their organisation, often at a lower cost than hiring agency workers.
In-house staff are familiar with the organisation's processes, culture, and patients, leading to better continuity of care compared to external bank staff. This also helps maintain quality of care while offering flexible options for staff who want to work additional hours without leaving the organisation.
Focus on career development
Upskilling and career development opportunities are key motivators for many healthcare professionals. By offering training programmes, leadership development, and specialisation opportunities, healthcare organisations can increase job satisfaction and reduce turnover. Staff who see clear pathways for advancement are more likely to remain in permanent roles, reducing the need for temporary staffing solutions.
Investing in education and training also helps ensure that the workforce is equipped to handle more complex patient needs, reducing the demand for specialist bank staff to fill skill gaps.
Build partnerships with educational institutions
Building strong partnerships with universities, nursing schools, and other educational institutions can help create a reliable pipeline of new healthcare professionals. By offering student placements, apprenticeships, and internships, organisations can engage with future healthcare workers early in their careers.
This approach helps address long-term staffing needs and reduces the need to rely on bank staff to fill vacancies. These partnerships also allow healthcare providers to ensure that new graduates are well-prepared to meet the demands of the job, further strengthening the permanent workforce.