DukeShift allows managers/scheduling teams to post open shifts in the schedule. Non-Exempt staff who are eligible and qualified can use the system to offer to fill the open shift. The department scheduling team determines to whom to award their shifts. For departments that are using the API Scheduling system, awarded shifts will show on the API Time Card and Monthly View Screen for the employee.
DukeShift is eligible to employees in good standing that are not employed by Company Code 0010. See further stipulations below.
Information for Employees
- Have the permission of their home manager to use the system
- Have completed orientation on their home unit
- Be free of written warnings
- Work in a non-exempt job code within the scope of the DukeShift program
- Choose a shift that matches the job code of their primary job
- For non-exempt employees: Shifts outside your primary job code require employees to be set up as a Secondary Employee
- For exempt employees: Shifts outside your primary job code require a supplemental payment process to be in place in the payroll system
- Cannot be an employee of Company Code 0010 (Duke University, Schools of Medicine or Nursing, DCRI, etc.)
- Be oriented to the facility and scope of practice
- Hold required licenses
- Have computer and door access to the area
- Could be floated to that area as part of daily operations
- My DukeShift is considered a regular work shift. If I am tardy or call out, the occurrences will be treated in accordance of the Availability for Work policy. A DukeShift is an agreement between myself and the department where I picked up the shift – any concerns, call outs, schedule changes, etc. should be directed to the department where I picked up the shift.
- I will adhere to the Staffing policy. I will not schedule myself for:
- more than 12 hours in a row
- more than four, 12 hour shifts in a row
- more than seven, 8 hour shifts in a row
- at least 8 hours between shifts
- no more than 60 hours in a 7 day period
- I will verify and maintain my email address and phone number under My Profile in b4health. I understand that the phone number is needed in case I am cancelled for my awarded DukeShift.
Managers may remove an employee’s privilege to use DukeShift. Possible reasons include but are not limited to:
- Failure to adhere to DukeShift policies and procedures
- Allowing DukeShift awarded work shifts to interfere with my staffing obligations on my home unit
- Being placed under corrective action
Information for Administrators
The expectation is that clinical areas needing supplemental staffing support will enter their staffing needs in the DukeShift system. Note that the Central Staffing Office is no longer entering just in time bedflow assignments in DukeShift.
- Enter preassignments of float pool staff into existing shifts
- Post shifts in the float pool department for staff wanting to pick up extra shifts
- Monitor the interface between DukeShift and API to minimize scheduling errors
- Liaison with new departments wanting to use float pool staff and the DukeShift system administrators to ensure the department is set up and programmed for the API interface
- Alert the DukeShift system administrators of any incorrect system behavior, especially related to the DukeShift interface
- Enter approved traveler requests into the DukeShift system
- Monitor profile submissions in the system
- Distribute profiles to managers via the system
- Award contracts in the DukeShift system
- Run reports related to contract labor, such as fill rate, license requirements, vaccine requirements, and credential requirements
- Liaison between the vendors and b4health regarding system performance, as needed
- Monitor the system for award offers
- Before awarding a shift, ensure staff external to his/her department has the required license, orientation and competencies needed for the work area. For more information about when an employee may be awarded a DukeShift vs when the employee should be set up as a secondary employee, view the DukeShift or Secondary link below.
- Follow the program policies for any program for which DukeShift is used as a tool
- Document cancellations and callouts in the DukeShift and API systems just as you would regular shifts, per daily maintenance practice using the appropriate DukeShift codes
- Monitor and track pre-assignments from the Duke Clinical Staffing Office
- Monitor the employee's time in API Time & Attendance and workstretch in API Staffing & Scheduling.
- Certify the employee i competent to work in the care types indicated, not under disciplinary action, and is a good candidate for DukeShift
- Request DukeShift accounts for employees
- Edit the API timecard for the worked DukeShifts
- Monitor the workstretch of the employee to assure that workstretch rules laid out in the DUH Staffing Policy are followed by the employee
- Monitor attendance to assure that the employee's callouts for DukeShifts are included when tracking the employee's overall attendance for the Availability for Work policy
- Address any performance issues that occur when the employee is working a DukeShift
- Revoke an employee's DukeShift account, as appropriate