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Best Practices For Long-term Care Homes Working With Healthcare Staffing Agencies

Updated: Apr 17, 2023


Long-term Care homes have been experiencing significant difficulties when it comes to healthcare staffing across Ontario. Many are having issues with shortages of qualified staff, high turnover rates, increased demand for healthcare services, limited funding, and regulatory requirements that limit their staffing options. To address these challenges, these homes often work with healthcare staffing agencies.

Long-term care homes can take the following steps to work more efficiently with healthcare staffing providers:

  • Establish clear communication channels: Clear communication channels should be established with healthcare staffing providers to ensure that staffing needs and requirements can be easily communicated. This can include setting up regular meetings, phone calls, or emails to discuss current and future staffing needs. It is important that both sides share their communication protocols and contact info with the appropriate people so that there is no confusion when there is a need to request additional staff or discuss any issues.

  • Develop a staffing plan: A staffing plan should be developed that outlines their staffing needs, including the number of staff required for each shift, the required qualifications and experience levels, and any other requirements specific to their facility. Upcoming leave schedules, peak holiday coverage, and staff succession planning should also be factored into a successful staffing plan to ensure sufficient staffing support at all times.

  • Partner with reputable staffing providers: Long-term care homes should partner with reputable staffing providers who have a proven track record of providing high-quality staffing services. This can involve conducting research on the staffing providers' experience, qualifications, and past performance. Do not hesitate to ask for reference information for similar organizations.

  • Utilize technology: Human resource management technology should be utilized, such as staffing software or applications, to streamline the staffing process and improve efficiency. This can include using online portals to manage work schedules, track staff performance, and communicate with healthcare staffing providers.

  • Monitor and evaluate performance: Long-term care homes should monitor and evaluate their performance in working with healthcare staffing providers. This can involve tracking metrics such as fill rates, response times, and staff performance to identify areas for improvement and ensure that the partnership is working effectively.

Long-term care homes can also take several steps to reduce liability risks while working with healthcare staffing agencies, ensuring that their residents receive high-quality support:

  • Verify the credentials and background of staff: Verify the credentials and background of all healthcare staffing agency personnel, including nurses, personal support workers, and other support staff. This can involve checking licenses, certifications, and references and performing background checks.

  • Ensure proper training and orientation: Ensure that all healthcare staffing agency personnel receive proper training and orientation to the facility's policies, procedures, and expectations. This can include providing education and training on resident safety, infection control, and other critical areas.

  • Establish clear expectations and protocols: Establish clear expectations and protocols for healthcare staffing agency personnel, including procedures for reporting incidents and addressing concerns. This can involve developing clear policies and protocols for documenting incidents, addressing complaints, and communicating with agency personnel. Many homes put together a digital orientation package for healthcare staffing agencies to ensure that the healthcare staff provided have the best chance at success.

  • Provide ongoing supervision and support: Provide ongoing supervision and support to healthcare staffing agency personnel to ensure that they are providing high-quality care and following established policies and protocols. This can involve regular check-ins, providing feedback and coaching, and ensuring that the staffing agency personnel have access to the resources they need to perform their job duties effectively.

  • Maintain appropriate insurance coverage: Long-term care homes should maintain appropriate insurance coverage, including professional liability insurance, to protect against potential liability risks associated with working with healthcare staffing agencies. This can involve consulting with insurance professionals to determine the appropriate coverage levels and types. They should also request proof of professional liability coverage from any of the agencies that they work with. This important requirement should be stated in the service agreement with the healthcare staffing service providers.


By taking these steps, long-term care homes can reduce liability risks while working with healthcare staffing agencies, ensuring that they can provide high-quality care to their residents while minimizing potential legal and financial risks.


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