No Call, No Show Write-Up: Template and Tips for Facilities
Staffing can be a challenge in the best of times, especially given ongoing nursing shortages around the country. Maintaining appropriate staff-to-patient ratios can grow exponentially more difficult if an employee absence occurs without any notice — a no call, no show. Write-ups often follow these serious incidents because of the threat they pose to not just patient outcomes but often, compliance standards.
Dealing with these unexcused absences isn’t fun for healthcare leaders, but ensuring safety is a top priority. In this article, we’ll answer some common questions regarding no call, no shows and provide some key takeaways and resources, including this downloadable no call, no show write-up template.
What Are the Impacts of No Call, No Shows on Patients and Care Teams?
An employee no call, no show translates to reduced productivity and additional burden levied on the rest of the team across businesses and organization types. In healthcare, this type of absence can have additional safety implications. Without the notice required to find appropriate coverage, a nursing no call, no show may risk:
- Unavoidable overtime to meet the required nursing ratio standards.
- Drained resources from covering the extra cost of overtime or agency staff.
- Suboptimal patient care, potentially due to overworked and fatigued staff or due to float staff’s unfamiliarity with the unit.
- Adverse patient outcomes and increased mortality risk related to understaffing.
- Reduced employee morale, leading to a strained cultural climate and increased nursing turnover.
Given the gravity of these potential consequences, a no call, no show write-up is often employed even after the first occurrence. Repeat incidences only worsen the severity of these associated risks and can lead to a toxic work environment and regulatory non-compliance.
How Can Healthcare Organizations Prevent No Call, No Show Absences?
Due to the serious implications of a no call, no show absence in the healthcare setting — risking burnout for the affected team and suboptimal patient outcomes — prevention is the number one goal. Here’s a quick look at how you might help your organization avoid no call, no show absences.
| Promote Scheduling Autonomy | Autonomy in scheduling can improve satisfaction and may afford the flexibility needed to meet personal life obligations without needing to call off or no-show. |
| Allow for Time-Off | Prevent sick-leave abuse or no show absences by encouraging and approving time-off as often as staffing and accrued leave allows. |
| Encourage Mentorship Programs | Avoid employee job-related anxiety and disengagement by encouraging mentorship programs that provide emotional support alongside skill development. |
| Build Trusting Relationships | A culture of trust can identify issues that could potentially lead to a no call, no show absence, while also encouraging greater employee accountability. |
| Enforce the Consequences | The no call, no show termination policy and preliminary disciplinary steps must be actioned in a standard, timely manner to cement workplace standards. |
Responding to No Call, No Show Absences: Facility Tips
If you’ve done everything you can to prevent no-show absences but are still experiencing them, it’s time to take action. Here’s a list of follow-up recommendations. Do keep in mind that although we don’t focus on it here, ensuring safe staffing is a critical aspect of effectively managing a no call, no show situation.
1. Refer to Your Facility Policy
A well-written policy should clearly define what constitutes an absence, delineating a call-out from a no call, no show. There should also be a clearly stated number of allowable occurrences before follow-up action is necessary. Of course, your HR and legal support teams should play an important role in reviewing and shaping any policy, or adverse employment actions taken under the policy.
Here’s an example of how a no call, no show policy template might illustrate the difference between actioning a no call, no show occurrence versus chronic absenteeism.
| No Call, No Show Occurrences* | Call-Out Occurrences** | Documented Follow-Up |
|---|---|---|
| — | 1-5 | Within policy (no follow-up needed unless warranted) |
| — | 6-7 | Verbal Warning |
| — | 8 | Written Warning |
| 1 | 9 | Final Warning (with HR approval) |
| 2 | 10 | Termination (with HR approval) |
*Within rolling 12-month period where none are allowable
**Within rolling 12-month period where 8 occurrences are allowable
2. Utilize a Standardized Write-Up
If your facility has a zero-tolerance policy for absences that are no call, no show, write-ups need to reflect the seriousness of the situation while maintaining professionalism. Utilizing a standardized template will endorse the tool’s impartiality. An effective write-up should include:
- Individual and employer identifiers.
- Date of incident occurrence and write-up.
- A description of the violation.
- Impacts to the organization.
- An employee statement.
- Inclusion of the rolling year’s attendance record.
- A plan for corrective measures.
- Policy reference with consequences for a repeat violation.
- Acknowledgement of the write-up with dated signatures of the employee and their corresponding leader.
Still feeling daunted by how this may look? Check out this no call, no show write-up sample using the IntelyCare template.
3. Verify Documentation and Follow-Up
It’s important that any templates are approved by HR before they’re needed. Once completed, double check your write-ups to ensure they meet organizational standards. If you’ve verified the completeness and compliance of your documentation with HR, follow-up on the outlined corrective measures to ensure your employee meets the solution’s intent.
No Call, No Show Absences in Healthcare: FAQs
Are you ready to get a handle on the no call, no shows affecting your facility’s productivity and workplace culture? Let’s answer some last questions you might have before you get started.
Is there ever a good excuse for a no call, no show absence?
Emergency situations are often viewed as the only acceptable excuse for a no call, no show. Immediate communication about the matter — or reaching out as soon as able — goes a long way for maintaining a trusting relationship with management.
Is a no call, no show the same as patient abandonment?
According to multiple boards of nursing, a nurse must first accept an assignment and then disengage from care without appropriate handoff to be liable for abandonment. Under this careful wording, a no-call, no-show absence would likely not count as patient abandonment.
Are no call, no show absences from non-clinical staff just as serious?
Although the detriment to patient safety isn’t as directly obvious with nonclinical no-shows, health facilities rely on the entire team — clinical and nonclinical — to improve patient outcomes. Patient experience is heavily impacted by nonclinical professionals. Technology assistance, translation capabilities, and environmental services are all support functions that if unexpectedly unavailable, could prevent critical surgeries from occurring, for example.
Is a no call, no show warning letter the same as a write-up?
Answers to this question vary but typically, a no call, no show write-up is considered a type of warning letter. However, it’s worth noting that a no call, no show letter to employees is frequently associated with the termination process, whereas a write-up generally isn’t.
Optimize Your Staffing Strategy and Improve Outcomes
Tired of filling out no call, no show write-ups and asking your other employees to work overtime? IntelyCare is here to help, with continuously updated staffing strategies and facility resources to optimize your scheduling practices and staff engagement.