Top 5 Staffing Challenges Nursing Homes Face in New York (and How Technology Can Help)
Staffing a nursing home in New York City (NYC), Nassau County, or Westchester County isn’t just difficult — it’s high-stakes.
Facilities across Manhattan, Brooklyn, Queens, the Bronx, Long Island, and Westchester face strict state staffing requirements, workforce shortages, and rising labor costs — all while maintaining high standards of resident care and regulatory compliance.
Staffing challenges aren’t just operational headaches — they directly impact resident care, staff morale, and regulatory compliance. The good news? When paired with the right technology and staffing partner, many of these challenges become far more manageable.
Here are the five most common staffing challenges New York nursing homes face today, and how modern workforce technology can help address them.
1. Meeting New York’s Staffing Requirements
New York State requires nursing homes to meet minimum staffing levels measured in hours per resident day (HPRD), with compliance reviewed quarterly through Payroll-Based Journal (PBJ) reporting. Falling short — even briefly — can result in penalties and lower quality scores.
Where facilities struggle:
Inconsistent coverage due to call-outs
Difficulty tracking real-time staffing vs. HPRD targets
PBJ reporting errors caused by manual processes
How technology helps:
Workforce platforms that integrate scheduling, timekeeping, and payroll allow facilities to see staffing trends clearly and spot risks early — not after the reporting period ends.
At SNMC Workforce, we utilize systems like Paycom to support accurate time tracking, clean data reporting, and transparency across staffing assignments — helping facilities stay compliant while reducing administrative strain.
2. Last-Minute Call-Outs and Coverage Gaps
One sick call can throw an entire shift off balance, especially on nights, weekends, or holidays. Many facilities rely on frantic phone calls, overtime, or inconsistent agency coverage to fill gaps.
Where facilities struggle:
Delayed shift coverage
Staff burnout from frequent overtime
Inconsistent quality when unfamiliar staff step in
In our work with NYC-area facilities, compliance risk most often shows up during periods of unexpected call-outs or sustained overtime — not because of poor intent, but because visibility comes too late.
How technology helps:
Automated scheduling tools, shift alerts, and credential verification ensure that only qualified, approved clinicians are deployed quickly and appropriately. This reduces downtime and ensures patient care remains uninterrupted.
3. High Turnover and Staff Burnout
Turnover remains one of the most costly challenges in long-term care. When experienced staff leave, facilities face onboarding costs, productivity loss, and strain on remaining team members.
Where facilities struggle:
Repeated orientation cycles
Uneven workloads
Lack of visibility into burnout trends
How technology helps:
Digital onboarding, centralized credential tracking, and consistent scheduling create a smoother experience for clinicians — helping them feel supported, prepared, and more likely to stay.
Technology also allows facilities to identify patterns like excessive overtime or schedule volatility before burnout leads to resignations.
4. Administrative Burden on Clinical Leaders
When staffing is tight, nurse managers and administrators often wear too many hats — scheduling, credential checks, onboarding, compliance tracking, and troubleshooting payroll issues.
Where facilities struggle:
Disconnected spreadsheets and systems
Time spent chasing paperwork instead of leading teams
Manual credential and license tracking
How technology helps:
An integrated workforce platform brings scheduling, compliance, onboarding, and payroll into one system — reducing errors and freeing leadership to focus on staff support and patient care.
This is where platforms like Paycom add value behind the scenes by streamlining processes that would otherwise pull time away from residents and staff.
5. Balancing Cost Control with Quality Care
Facilities are constantly balancing labor costs while maintaining safe staffing levels and high-quality care. Overtime, turnover, and inconsistent agency usage can quietly drive up expenses.
Where facilities struggle:
Reactive staffing decisions
Limited insight into true cost-per-shift
Difficulty comparing staffing options
How technology helps:
Data-driven staffing decisions allow facilities to plan smarter — using the right mix of full-time staff, per diem support, and supplemental staffing without overreliance on overtime or emergency coverage.
A Smarter, More Sustainable Staffing Approach
In New York’s highly regulated long-term care environment, staffing can’t be treated as a daily emergency. Facilities that succeed long-term are those that combine strong clinical leadership, reliable staffing partners, and modern workforce technology.
At SNMC Workforce, we believe staffing should be:
Transparent
Compliance-focused
Technology-enabled
Human-centered
By pairing qualified clinicians with systems like Paycom, we help facilities streamline operations, support staff, and ultimately deliver better patient care.
Let’s Talk Staffing — the Smarter Way
If your facility is navigating staffing challenges in New York and looking for a more organized, tech-forward approach, we’d welcome a conversation.
A quick consultation can help identify gaps, reduce risk, and build a more sustainable staffing strategy — without disruption to your current operations.
This article is for informational purposes only and does not constitute legal or regulatory advice. Facilities should consult official New York State and federal guidance or legal counsel regarding compliance requirements.
References & Data Sources
New York State Department of Health (NYSDOH)
Minimum Staffing Standards for Nursing Homes
New York State Department of Health outlines required minimum staffing levels, including total hours per resident day (HPRD) and role-based requirements for licensed nurses and aides.
https://health.ny.gov/facilities/nursing/New York State Public Health Law § 2895-b
Nursing Home Minimum Staffing Law
Establishes the 3.5 hours per resident day staffing requirement and mandates quarterly compliance reviews.
https://www.nysenate.gov/legislation/laws/PBH/2895-BCenters for Medicare & Medicaid Services (CMS)
Payroll-Based Journal (PBJ) Staffing Data Reporting
CMS requires nursing homes to electronically submit staffing and census data for compliance and quality measurement.
https://www.cms.gov/medicare/quality/nursing-home-improvement/payroll-based-journal-pbjCMS Care Compare – Nursing Home Staffing Measures
Staffing data reported through PBJ is publicly displayed and contributes to Nursing Home Care Compare ratings.
https://www.medicare.gov/care-compare/New York State Office of the Medicaid Inspector General (OMIG)
Compliance Expectations for Healthcare Providers
Provides guidance on compliance programs and documentation standards relevant to staffing agencies and facilities.
https://omig.ny.gov/complianceNew York State Department of Labor (NYSDOL)
Healthcare Workforce Trends & Labor Market Information
Offers insight into regional workforce shortages affecting NYC, Nassau County, and Westchester County healthcare facilities.
https://dol.ny.gov/labor-statistics