Creating a Hybrid Schedule with Protected Remote Time at an Academic Institution

Purpose: To implement and evaluate a novel hybrid scheduling model, incorporating protected remote time for Dosimetrists in an academic institution's Dosimetry Team. The purpose is to provide a flexible work environment that accommodates both on-site and remote work, allowing Dosimetrists to achieve a balance between professional commitments and personal preferences.

Methodology: The Dosimetry Team, consisting of five Dosimetrists, follows a hybrid schedule with daily on-site presence and a rotation system for remote work. The scheduling approach involves one Dosimetrist on-site daily, with two backup Dosimetrists working remotely but locally and ready to come on-site if needed. Additionally, two Dosimetrists engage in fully remote work for four-week rotations throughout the year. The schedule is planned and communicated for the entire year, with Microsoft Teams utilized for meetings, teaching, plan approval with doctors, and collaborative planning sessions.

Results: The implementation of the hybrid schedule has resulted in Dosimetrists experiencing five, four-week, fully remote rotations per year. This approach has provided Dosimetrists with the flexibility to work from different locations, contributing to increased job satisfaction and retention. Microsoft Teams has played a pivotal role in facilitating virtual collaboration, enabling weekly and daily meetings, live planning sessions, and plan approvals. Amendments to the schedule, primarily for vacation time, have been accommodated while protecting the fully remote periods by limiting the number of on-site Dosimetrists off at any given time.

Conclusions: The hybrid schedule, incorporating protected remote time, has proven to be a successful strategy for balancing the professional and personal needs of Dosimetrists in an academic institution. The Microsoft Teams platform has been instrumental in maintaining effective communication and collaboration, fostering a seamless transition between on-site and remote work. This approach not only ensures consistent service delivery but also promotes employee satisfaction and retention. The study concludes that this innovative scheduling model can serve as a blueprint for other academic institutions seeking to provide flexibility and freedom to their employees while maintaining operational efficiency.

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