Solving Rostering Issues in Home Care with Advanced Mathematical Optimisation

In Australia, we all expect to rely on a solid aged care system as we grow older. However, a staffing crisis is looming as providers struggle to find enough workers to meet the growing demand.

If this issue isn’t addressed, the quality and accessibility of services for older Australians could be at serious risk. Beyond that, the broader social, economic, and political implications of undervaluing the rapidly expanding health and social assistance workforce are significant.

Currently, the aged care sector employs around 420,000 people, with about 80% working on the front lines providing direct care. As demand for these services multiplies, the need for qualified staff is becoming more urgent. 

For aged care providers, the staffing crisis is a ticking time bomb. Staff in the sector are increasingly facing burnout due to overwork, misalignment between patient needs and care capabilities, and overall operational inefficiencies. Without immediate and strategic interventions, this situation threatens to compromise the very foundation of aged care services in Australia.

In-home aged care providers face unique challenges when balancing staff well-being with client needs. However, optimising scheduling and rostering practices can significantly enhance the performance of care operations. Unlike traditional rostering platforms, Biarri Workforce Planning Software offers an integrated approach that not only schedules staff efficiently but also ensures the right staff are matched with the right clients, fostering both client satisfaction and staff retention. 

The Hidden Costs of Poor Rostering in Aged Care

Effective rostering in aged care is not just about filling shifts; it’s about aligning the right staff with the right clients to ensure quality care while managing costs. However, poor rostering practices can lead to a cascade of hidden expenses that can severely impact the organisation’s financial health and the well-being of staff and clients.

1. Increased Operational Costs

Poorly managed rosters often increase operational costs, including overtime, last-minute shift changes, and reliance on agency staff to cover gaps. These unplanned expenses quickly add up, straining already tight budgets. For example, when staff are not properly aligned with client needs, overtime becomes a frequent necessity, driving up wage costs and increasing the likelihood of burnout.

2. Staff Burnout and Turnover

One of the most significant hidden costs of poor rostering is staff burnout, which can lead to high turnover rates. Staff who are consistently overworked or placed in shifts that do not align with their personal lives are more likely to experience fatigue and stress. This impacts their ability to provide quality care and increases the likelihood of them leaving the organisation, which incurs additional costs related to recruitment, training, and onboarding new staff.

3. Client Dissatisfaction

When clients do not receive care from consistent caregivers, the quality of service can suffer. Poor rostering often leads to the following:

• Lack of familiarity between clients and caregivers, which is crucial for building trust and comfort, particularly in aged care.
• Mismatches between client needs and staff capabilities, resulting in inadequate care and dissatisfaction.
• Inconsistency with visit timings, creating uncertainty and frustration for clients.
• A lack of flexibility in adjusting visits based on client requests, reducing the adaptability of care services.

This dissatisfaction can lead to a loss of clients, further impacting revenue and increasing the cost to serve [Link to Blog 1].

4. Compliance and Legal Risks

Compliance with regulations such as those from the Fair Work Commission is crucial in aged care. Poor rostering can lead to non-compliance with award conditions, such as proper rest periods and maximum shift lengths. Non-compliance not only risks legal penalties but also damages the organisation’s reputation. Additionally, it could lead to staff lodging grievances or seeking compensation, further increasing costs.

5. Negative Impact on Organisational Culture

Consistently poor rostering practices contribute to a negative organisational culture, where staff feel undervalued and overworked. This environment can lead to a toxic workplace where morale is low, and collaboration is minimal. The cost of repairing a damaged culture can be significant, requiring investments in team-building, leadership training, and even external consultants to help rebuild a positive workplace environment.

6. Poor Use of Resources

Inefficient rostering often leads to poor utilisation of available resources. For instance, staff may be assigned to shifts where their skills are underutilised, or too many highly-qualified staff may be allocated to low-need shifts and not enough to high-need ones. This misallocation wastes resources and impacts the quality of care, as clients may not receive the level of attention they require.

By addressing these hidden costs through more strategic and optimised rostering practices, aged care providers can significantly reduce their operational costs while maintaining or even improving the quality of care provided to clients.

Biarri’s Comprehensive Approach to Minimising Hidden Costs and Enhancing Aged Care Delivery

Biarri’s workforce planning software, designed with the aged care sector in mind, uses advanced mathematical optimisation to revolutionise how providers manage their rosters and schedules. Here’s how Biarri supports in-home care planning processes.

Boosted Staff Retention: Biarri optimises schedules by aligning them with staff preferences and availability, significantly reducing burnout and turnover. The software factors in employee agreements, travel times, and personal preferences, ensuring that care workers are not overworked and are assigned shifts that fit their personal and professional lives. The software also factors in fairness and minimises undesirable shifts (e.g. short shifts, shifts with breaks of engagement, weekend shifts, public holiday shifts)  Studies confirm that such tailored scheduling leads to higher job satisfaction and retention rates, which is critical in an industry plagued by chronic workforce shortages.

Improved Client Care Quality: Biarri’s algorithms ensure that the right caregiver is assigned to the right client at the right time. This precise matching enhances the consistency and quality of care, as clients are more likely to receive services from familiar caregivers who understand their unique needs. Additionally, the system minimises travel time and ensures more time is spent on care rather than commuting, enhancing the overall client experience.

Cost-Effective Operations: By reducing inefficiencies, Biarri’s software helps providers lower operational costs. The system’s ability to dynamically adjust rosters in response to changing circumstances means that resources are used more effectively, reducing the need for costly overtime or agency staff. This not only keeps costs down but also ensures that care quality remains high.

Flexibility and Adaptability: One of the key strengths of Biarri’s solution is its ability to adapt to changing circumstances. Whether it’s a last-minute change in client needs, cancelled visits or changes to staff availability, the system can quickly reconfigure rosters and schedules, optimally redesigning the rosters and schedules to re-optimise utilisation while minimising unnecessary disruptions to the plan.

Take Control of Your Rostering Challenges

Biarri’s advanced optimisation tools are designed to solve the toughest rostering issues in aged care, enhancing staff morale and client satisfaction. Ready to transform your operations?

Schedule a meeting with us today to discover how Biarri can help you create a sustainable, efficient, and client-focused care environment.

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