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Growing Your Paid Caregiver Count

By Stephen Tweed

How many caregivers did you pay on your last pay day?

How many caregivers did you pay the week before that?

What is the growth trend in the number of caregiver paychecks you are issuing?

September is Mastermind Month at the Home Care CEO Forum, and three of our four mastermind groups had in-person meetings during the month. As you might imagine, the Number 1 issue for these companies in the top tier of home care is Caregiver Recruiting and Retention. 

We’ve learned over the past two years with the caregiver shortage that you can’t talk in generalities when in comes to conquering the caregiver crisis. You need to focus on specific elements of recruiting or retention.

Another thing that has been reinforced is our mantra, “What gets measured gets managed, what gets rewarded gets repeated.”  And my favorite quote from continuous quality improvement guru, W. Edwards Deming is “Without the data, you are just another person with an opinion.”

Tracking Your Paid Caregiver Count

During our discussion, one of our members discussed a new metric that they began measuring – “Paid Caregiver Count.”  They have created a tracking tool to look at the actual number of caregivers who received a paycheck each pay period this year. 

Early in the year, they saw that their paid caregiver count was flat even though they had been hiring new caregivers each week.  That caused them to look more closely at 90-day retention to see how many of their new hires are still working.  They also looked at the number of active caregivers on their roster who actually worked during the last pay period.

This discussion led us back to our Caregiver Quality Assurance program to explore the metrics that are connected to Paid Caregiver Count.  Here are some data you can analyze when you track Paid Caregiver Count.

  • How many caregivers received a paycheck each of the last four pay periods?
  • What were the average hours worked per caregiver?
  • How many caregivers on our roster did not work during each pay period?

Analyzing Your Own Data to Find Solutions

Once you get this basic data, you have the opportunity to dig more deeply to find out why this is happening and what you can do about it.

Here are analysis questions you can ask yourself.

  • What does it mean if we have more paid caregivers, but our hours are flat?
  • What does it mean if we have fewer paid caregivers, but our hours are up?
  • How can we get our active caregivers to work more hours?
  • What is causing caregivers on our roster to decline to work during a specific pay period?
  • How many caregivers do we have on our active roster who have not worked a shift in the past 60 days?

The answers to these questions lead to some additional questions.

  • What is our caregiver “Work Mix.”  That is, how does our roster of caregivers break down into groups of average hours worked?

For example, you may take your list of active caregivers for the last quarter of the year, and analyze them based on the following categories:

  • % of active caregivers who work 40 or more hours per week.
  • % of active caregivers who work 35 to 40 hours per week
  • % of active caregivers who work 25 to 35 hours per week
  • % of active caregivers who work 15 to 25 hours per week

Hiring More Full Time Caregivers

Several years ago, our Strategic Growth Mastermind Group was visiting one of the companies in our Top 5% Mastermind Group.  The CEO of the host company made a very interesting comment.

“We have found that caregivers who work full time and have benefits do not quit.”  He was saying that their caregivers who worked 40 or more hours per week and were provided some benefits tended to have much longer length of service that caregivers who were working 20 hours per week or less.

One of our members was struck by that comment. She went home and analyzed her own Paid Caregiver Count.  She discovered that over 50% of here paid caregivers were working 15 hours per week or less.  That helped her to understand some of the frustration that was being experienced by her schedulers and her recruiter. She took immediate action to shift her recruiting efforts to find more people who were willing to work 35 hours per week or more.  If you would like the opportunity to have discussion like this with other home care company leaders, you may want to consider becoming a member of a Caregiver Quality Assurance Mastermind Group. Click on the image below and scroll down and click the “Become a Member” button to fill out the inquiry form. We’ll invite you to visit an online CQA Mastermind meeting to see if it is a good fit for you.