Why Staff Costs per Patient is Critical for Healthcare Providers: A KPI Breakdown

What is the KPI: staff costs per patient

Staff costs per patient is a key performance indicator that healthcare providers use to measure the total cost of staff per patient visit or stay. It is calculated by dividing the total staff costs, including salaries, benefits, and other related expenses, by the number of patients treated during a specified period. The resulting figure provides insights into the average cost of staff per patient visit or stay, which is an important metric for understanding the relationship between staffing levels, patient volume, and the cost of care.

Staff costs per patient is a critical KPI for healthcare providers as it helps them evaluate the effectiveness of their staffing levels and identify opportunities to optimise their staff costs without compromising the quality of care. For instance, a high staff costs per patient figure could indicate overstaffing, which could lead to unnecessary expenses that could impact the financial performance of a healthcare organisation. Conversely, a low staff costs per patient figure could suggest understaffing, which could affect the quality of care delivered to patients. Therefore, by tracking and optimising this KPI, healthcare providers can achieve better financial performance and improve the quality of care delivered to their patients.

Why is tracking staff costs per patient important?

There are five key benefits to measuring this KPI in your business:

Improved cost management

By tracking staff costs per patient, healthcare practices can identify areas where they can reduce costs without compromising patient care. This can help them optimise their resources and improve their financial performance.

Better resource allocation

Tracking staff costs per patient can help medical centres identify areas where they need to allocate more resources to improve patient care. For example, if the staff costs per patient are high in a particular department, it may indicate that more staff are needed to provide better care.

Improved patient outcomes

By tracking staff costs per patient, healthcare organisations can ensure that they are providing high-quality care to their patients. This can lead to better patient outcomes, increased patient satisfaction, and improved reputation.

Increased efficiency

Healthcare companies can use staff costs per patient to identify areas where they can improve their processes and workflows to increase efficiency. This can help them provide better care to more patients with the same resources.

Better decision-making

Tracking staff costs per patient can provide healthcare centres with valuable data that they can use to make informed decisions about resource allocation, staffing, and other important aspects of their operations. This can help them make better decisions that benefit both patients and the organisation as a whole.

What are the limitations to consider when measuring this KPI?

• Lack of context: Staff costs per patient does not provide any context about the quality of care being provided. It is possible that a hospital with high staff costs per patient is providing better care than a hospital with lower staff costs per patient.  

• Variability in patient needs: As patients have different needs, and some patients require more staff attention than others, which could inflate the results without giving context as to the variability.  
• Staff qualifications: It is possible that a hospital with higher staff costs per patient has more highly qualified staff than a hospital with lower staff costs per patient.  
• Single timeframe view: Staff costs per patient is a snapshot of a particular point in time. It does not provide any information about trends over time. It is possible that a hospital with high staff costs per patient is making improvements over time, while a hospital with lower staff costs per patient is experiencing declining quality of care.

How to calculate staff costs per patient?

To calculate staff costs per patient, you need to follow these steps:

1. The first step is to determine the total cost of staff during a specified period, including salaries, benefits, and other related expenses. This could include wages, benefits, payroll taxes, and other associated costs.

2. The second step is to determine the number of patients treated during the same period. This could be calculated by counting the number of patient visits or stays in a hospital, clinic, or other healthcare facility.

3. Finally, divide the total staff costs by the number of patients treated during the same period. This will give you the staff costs per patient figure.

Staff Costs per Patient = Total Staff Costs / Number of Patients

For example, if the total staff costs during a specified period are $500,000, and the number of patients treated during the same period is 1,000, the staff costs would be $500 per patient ($500,000 divided by 1,000 patients).

What is the benchmark to target for this metric?

The benchmark for staff costs per patient can vary depending on the type of healthcare facility and the level of care provided. However, in general, a good result would be a low staff cost per patient, indicating efficient use of resources and effective staffing levels. A bad result would be a high staff cost per patient, indicating inefficiencies in staffing or excessive costs.  For example, in a hospital setting, a good benchmark for staff costs per patient might be $1,000 or less, while a bad benchmark might be $1,500 or more. In a primary care clinic, a good benchmark might be $100 or less per patient, while a bad benchmark might be $150 or more per patient.  Ultimately, the goal is to provide high-quality care while minimising costs, so the ideal benchmark will depend on the specific context and goals of the healthcare organisation.

What are common errors when measuring Staff Costs per Patient?

There are several common errors that can occur when calculating this metric:

1. Including non-staff costs: One common error is including non-staff costs in the calculation. For instance, including costs related to medical supplies or equipment in the total staff costs can result in an inaccurate figure.

2. Failing to include all staff costs: Conversely, failing to include all staff costs, including overtime, bonuses, or other related expenses, can also result in an inaccurate figure for staff costs per patient.

3. Inaccurate patient count: Another common error is using an inaccurate patient count when calculating. For instance, including repeat visits or double-counting patients can result in an inaccurate figure for this metric.

4. Using inconsistent timeframes: Using different timeframes for calculating total staff costs and the number of patients treated can also lead to an inaccurate figure.

5. Not accounting for different patient types: Lastly, failing to account for different patient types, such as inpatient versus outpatient, or different service lines, can result in an inaccurate figure.

Therefore, it's essential to ensure that accurate and consistent data is used when calculating staff costs per patient to avoid these common errors and ensure that this KPI provides meaningful insights.

How to improve your staff costs per patient KPI

Improving staff costs per patient is essential for healthcare providers to achieve better financial performance and deliver higher-quality care. Here are some strategies you can optimise:

Utilise data to improve efficiencies

Healthcare providers can use data analytics to identify inefficiencies in staffing levels and optimise their workforce accordingly. For instance, by analysing staffing patterns and patient volume, healthcare providers can determine the optimal number of staff required to provide quality care while minimising staff costs.

Implement workforce management strategies

Implementing workforce management strategies, such as flexible scheduling, cross-training, and staff sharing, can help healthcare providers optimise staffing levels and reduce staff costs without compromising the quality of care.

Improve productivity

Healthcare providers can improve productivity by streamlining processes, reducing waste, and improving the utilisation of resources. For instance, implementing electronic medical records (EMRs) or other technological solutions can reduce paperwork, improve efficiency, and free up staff time for patient care.

Optimise patient care delivery

By optimising patient care delivery, healthcare providers can reduce the time and resources required to treat patients. For instance, implementing telehealth or virtual care solutions can reduce the need for in-person visits, thereby reducing staff costs.

Invest in staff training and development

Investing in staff training and development can improve staff productivity and reduce turnover rates. By providing staff with the necessary skills and knowledge, healthcare providers can optimise staff performance, reduce staffing costs, and improve the quality of care delivered to patients.

Are there any similar KPIs?

There are several variations of the KPI "staff costs per patient", including:  

- Direct Staff Costs per Patient: This KPI measures the total cost of staff directly involved in patient care, such as nurses, doctors, and therapists, divided by the number of patients.  

- Indirect Staff Costs per Patient: This KPI measures the total cost of staff indirectly involved in patient care, such as administrative staff, support staff, and maintenance staff, divided by the number of patients.  

- Total Staff Costs per Patient: This KPI measures the total cost of all staff, both direct and indirect, involved in patient care, divided by the number of patients.  

The main difference between these variations is the scope of staff costs included in the calculation. Direct staff costs only include those directly involved in patient care, while indirect staff costs include all staff involved in supporting patient care. Total staff costs include both direct and indirect staff costs. Depending on the organisation's goals and objectives, one variation may be more relevant than the others.