What is Bradford Factor: A Tool to Measure Employee Absenteeism & how to use it in hospital ?

 Dr Madhav Madhusudan Singh 

The Bradford Factor is a tool used to measure employee absenteeism. It takes into account the number of absences an employee has had and the length of each absence to calculate a score. The higher the score, the more disruptive the employee's absences have been to the organization. Hospitals can benefit from using the Bradford Factor to manage employee absenteeism and maintain high levels of patient care.

The Bradford Factor Calculation

The Bradford Factor calculation is relatively simple. The score is calculated by multiplying the number of absences by itself and then multiplying that by the total number of days absent. The formula for the Bradford Factor is:

B = S² x D

Where B is the Bradford Factor score, S is the number of absences, and D is the total number of days absent.

For example, if an employee has had four absences of one day each, their Bradford Factor score would be:

B = 42 x 4 = 16

If the same employee had taken one absence of four days, their Bradford Factor score would be:

B = 12 x 4 = 48

As you can see, the second scenario results in a much higher Bradford Factor score, indicating that the employee's absence has been more disruptive to the organization.

Using the Bradford Factor in Hospitals

Hospitals can benefit from using the Bradford Factor to manage employee absenteeism. Employee absenteeism can have a significant impact on patient care and can lead to understaffing, increased workload, and reduced productivity. Hospitals that use the Bradford Factor to manage employee absenteeism can improve patient care and reduce the negative impact of absenteeism on the organization.

Step 1: Set Absence Thresholds

The first step in using the Bradford Factor in hospitals is to set absence thresholds. Absence thresholds are the number of absences an employee can have before their Bradford Factor score is considered high. Hospitals can set their own absence thresholds based on their staffing needs and the impact of employee absenteeism on patient care.

For example, a hospital might set an absence threshold of three absences within a six-month period. If an employee has three or more absences within six months, their Bradford Factor score would be considered high.

Step 2: Calculate Bradford Factor Scores

Once absence thresholds have been set, hospitals can begin calculating Bradford Factor scores for their employees. Hospitals can use software programs to automate the calculation of Bradford Factor scores or calculate them manually.

For example, if an employee has had three absences of one day each within a six-month period, their Bradford Factor score would be:

B = 32 x 3 = 9

If the same employee had taken one absence of three days within a six-month period, their Bradford Factor score would be:

B = 12 x 3 = 9

Both scenarios result in the same Bradford Factor score, indicating that the impact of the employee's absences on the organization is the same.

Step 3: Review Bradford Factor Scores

After calculating Bradford Factor scores, hospitals should review them regularly. High Bradford Factor scores indicate that an employee's absences have been more disruptive to the organization. Hospitals should take steps to manage absenteeism and reduce the negative impact on patient care and productivity.

Step 4: Take Action

A high Bradford Factor score indicates that an employee has had a large number of short-term absences, which can impact the productivity and morale of the workplace. In this situation, the HR department of a hospital should take the following actions:

1. Review the Employee's Absence History: The HR department should review the employee's absence history to determine if there are any patterns or reasons for the high Bradford Factor score. This could include reviewing the reasons for each absence, such as illness or personal reasons, and determining if there are any underlying issues that need to be addressed.
2. Meet with the Employee: The HR department should schedule a meeting with the employee to discuss their Bradford Factor score and to determine if there are any underlying issues that need to be addressed. This meeting should be conducted in a private and confidential setting to ensure that the employee feels comfortable discussing their absences.
3. Identify the Root Cause: The HR department should work with the employee to identify the root cause of their absences. This could include identifying any health issues or personal problems that are impacting the employee's ability to work. Once the root cause has been identified, the HR department can work with the employee to develop a plan to address the underlying issues.
4. Develop a Plan to Improve Attendance: The HR department should work with the employee to develop a plan to improve their attendance. This could include providing support and resources to help the employee manage their health issues or personal problems, as well as setting clear expectations for attendance and consequences for continued absenteeism.
5. Monitor the Employee's Attendance: The HR department should monitor the employee's attendance closely to ensure that they are making progress in improving their attendance. This could include regular check-ins with the employee and tracking their absences using the Bradford Factor formula.
6. Provide Support and Resources: The HR department should provide the employee with support and resources to help them improve their attendance. This could include providing access to counseling services, offering flexible work arrangements, or providing training to help the employee manage their workload more effectively.
7. Take Disciplinary Action: If the employee continues to have a high Bradford Factor score despite the HR department's efforts to support them, disciplinary action may be necessary. This could include issuing a written warning or suspending the employee without pay. However, disciplinary action should only be taken as a last resort and after all other options have been exhausted.

A high Bradford Factor score can be an indicator of underlying issues that need to be addressed. The HR department of a hospital should work with the employee to identify the root cause of their absences and develop a plan to improve attendance. By providing support and resources and monitoring the employee's progress, the HR department can help the employee improve their attendance and avoid disciplinary action.

Dr Madhav M Singh MBBS , MHA , MBA , PhD

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