Create Rotations
Rotations in the Annual Rotations Schedule can be associated with a number of rules and parameters.
Pick a Rotation Name
To create a Rotation simply pick a name and optionally a color. With few exceptions this is generally a straight-forward process.
Rotations that take place in multiple locations
Sometimes you may need to schedule a Rotation that takes place in several different locations. For example your “ED” Rotation might actually be “ED West” and “ED Central”.
If Residents are scheduled in one or the other location for an entire Block then create two Rotations, one for each location.
However if in a given “EM” Block a Resident will take Shifts in both locations then create only one Rotation called “EM”.
Common mistakes
You do not need to create a different Rotation for each PGY. The same Rotation can be used for everybody.
Avoid creating multiple Rotations like “PICU 1”, “PICU 2”, “PICU 3” as this will only serve to make your life harder when making your schedule.
Here are some typical rotation names:
- PICU ✓ good
- ED ✓ good
- West Ward ✓ good
These should not be rotation names:
- PICU 3 ✗ Do not create multiple numbered rotations
- Jamie PGY-4 ✗ Do not use a resident's name
- Block 4 ✗ Do not use block names
- Schedule ✗ Being descriptive will help you later on
Reusing Rotations
When creating a new Rotation you will have the option to “reuse” a Rotation.
Note that reusing a Rotation simply copies the parameters of one Rotation to create a new one.
To actually track the number of times a Resident is on a Rotation over multiple years, use Tallies with the “continues” parameter set. More help is in the topic Count Rotations.
Rules and Requirements
Setting up correct rules and requirements will facilitate making schedules. The more complete and accurate your rules are, the easier it will be to make schedules.
Staffing Requirements
With Staffing Requirements you are telling the Scheduling Tool how many Residents you need on each Rotation throughout the year and of what PGY they should be.
Whenever your staffing requirements are met for a Rotation the red line below the Rotation’s roster will turn light grey allowing you to easily spot areas that are not adequately staffed.
You can also specify whether Residents can be on vacation while they are on that Rotation.
Edit Staffing Requirements
The Staffing Requirements dialog uses drag-and-drop. Drag staff levels down into the white area to create a staffing requirement.
To set the number of resident of each level you can enter exact numbers or ranges, such as:
- “1 or 2”
- “2 to 4”
Please see the video below:
Block Sets
Use the Block Sets rule to make sure your Residents are on this Rotation during Blocks of appropriate length.
If for example you have a Block Set with full-length Blocks and a Block Set with half-length Blocks, then you probably have some Rotations that should only be on the full-length Blocks, and some that should only be on half-length Blocks. Others might be on both. Use the Block Sets rule to specify this.
Counting Rotations Using Tallies
The ability to count the number of times a Resident is on a Rotation, and to set Targets for these numbers is the subject of the next page.