Staffing Readiness Checklist

A staffing gap can create pressure for any healthcare facility. Whether you operate a long-term care home, retirement home, hospital unit, community care program, or private care setting, being staffing-ready helps you respond more confidently when coverage is needed.

Use this checklist to help your facility prepare for planned shifts, short-notice needs, vacation coverage, sick calls, and additional care support.

Identify the Role Needed

Before requesting staffing support, confirm the exact role required.

This may include:

Personal Support Worker (PSW)
Registered Practical Nurse (RPN)
Registered Nurse (RN)
Companion caregiver
Support worker
Facility care aide

Knowing the role helps match the right person to the right shift.

Confirm the Shift Details

Clearly document the shift information before requesting support.

Include:

Date
Start time
End time
Facility address
Unit or floor
Parking or entry instructions
Contact person on arrival
Break expectations
Dress code or uniform requirements

Clear shift details reduce confusion and help staff arrive prepared.

Outline Required Experience

Some shifts may require specific experience. Confirm whether the staff member should have experience with:

Long-term care
Retirement home support
Dementia care
Palliative care
Mobility support
Behavioural support
Medication administration, where applicable
Documentation systems
Infection prevention and control

This helps improve fit and continuity of care.

Confirm Required Credentials

Depending on the role, your facility may require specific documents.

This may include:

PSW certificate
CNO registration for nurses
CPR / First Aid
Vulnerable sector check
Immunization records
TB test
Fit test, if applicable
Proof of training or orientation requirements

Have a clear list ready before requesting support.

Prepare Site Instructions

Make it easy for the assigned staff member to start the shift smoothly.

Provide:

Who to report to
Where to sign in
Where to store belongings
How to access the unit
Emergency procedures
Documentation expectations
Resident/client assignment process
Who to contact with questions

A simple orientation note can save time and reduce stress.

Share Care Expectations

Every facility has its own routines. Share what matters most for the shift.

Examples include:

Resident care routines
Meal support expectations
Transfer requirements
Toileting schedules
Safety reminders
Communication expectations
Reporting concerns
End-of-shift handover

The more clearly expectations are shared, the better the shift can run.

Plan for Short-Notice Coverage

Facilities should have a process for unexpected staffing needs.

Ask:

Who approves urgent shift requests?
Who contacts the staffing partner?
What information must be provided?
How will staff arrival be confirmed?
Who receives updates?
What is the backup plan if coverage is unavailable?

Being prepared helps reduce pressure when a gap occurs.

Keep Communication Open

Good communication supports better staffing outcomes.

Make sure your team can quickly share:

Shift changes
Cancellations
Arrival issues
Performance concerns
Positive feedback
Future staffing needs

Clear communication helps build a stronger staffing partnership.

Final Thought

Staffing readiness helps facilities respond faster, reduce confusion, and support safer care. A clear process makes it easier to request the right support at the right time.

Tap’N’Care provides healthcare staffing support across Ontario for long-term care homes, retirement homes, hospitals, community organizations, and healthcare facilities.

Need staffing support for your facility? Contact Tap’N’Care to discuss your staffing needs.

Phone: 647-277-6232
Email: support@tapncare.com
WhatsApp: 416-805-1966