Staffing Coordinator

2 months ago

Lexington, United States Chi Full time
Overview

Saint Joseph Hospital is a 433-bed facility located in Lexington Kentucky. Founded in 1877 a small group of Sisters of Charity of Nazareth in Kentucky led by Sister Euphrasia Stafford began their health ministry. Their mission was to provide compassionate care to the poor and underserved - a tradition still carried out today. Saint Joseph Hospital primarily serves central and eastern Kentucky with a full range of services including distinguished awards for cardiology orthopedics and stroke care. CHI Saint Joseph Health supports 5000 active employees 8 hospitals specialty clinics and a Medical Group with more than 200 locations across Central and Eastern KY. CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health in 2019. With our combined resources CommonSpirit is committed to building healthy communities advocating for those who are poor and vulnerable and innovating how and where healing can happen both inside our hospitals and out in the community.

Responsibilities

Job Summary / Purpose

The Staffing Coordinator for the CHI Saint Joseph Health Staffing Center is responsible for scheduling and deployment of contingency staffing to meet the patient care needs. The Coordinator will proactively identify staffing vacancies and work to identify a resolution. The Coordinator will be responsible for collecting data and running reports in the schedule software. Prepare data for management to present to stakeholders. The Coordinator is also responsible for time and attendance, ensuring proper pay practices is followed as defined per policy. This position will coordinate schedules for multiple facilities and act as the representative for designated routine matters. She/he must be able to function independently, organize, prioritize, work well under pressure and deal effectively with all levels within and outside of the organization.

Essential Key Job Responsibilities
Communication:
  • Consistently answers the telephones promptly and courteously.
  • Effectively answers customers' questions.
  • Meets and greets the public in a friendly and professional manner.
  • Establishes and maintains positive working relationships.
  • Effectively works to resolve customer conflicts and complaints.
  • Keep nurse managers informed of unfilled shifts and call-ins.
  • Records and relays all messages accurately and timely.
  • Sends and receives E-MAIL and facsimiles
Staffing/ Scheduling:
  • Provides nurse managers with a plan sheet and assists in the perpetration of their four week schedule.
  • Assigns and reassigns shifts utilizing all available resources.
  • Enters schedule consistently and accurately in the scheduling system within unit specific timeframes.
  • Maintains staffing sheets utilizing available resources, relating to staffing adjustments.
  • Adheres to unit specific policies regarding Summer and Winter Holidays.
  • Adheres to hospital specific policy in regards to call off staff during low census times.
  • Adheres to standard work flow for shift workflow and procedures.
  • Edits staffing and enters data in scheduling system following standard work ensuring accuracy.
  • Reviews all schedules and alerts nurse manager to critical staffing needs.
  • Validates current census and staffing adjustments with clinical contacts utilizing staffing software.
  • Reviews house- wide staffing and prepares tentative staffing for clinical contact to review and approve.
  • Follows escalation procedures for day- of- staffing issues or critical staffing needs situations.
  • Performs day- of and proactive recruitment calls to all core and contingent clinical staff.
  • Review final schedules and provide recommendation to managers and schedulers.
  • Monitor open shift scheduling to ensure appropriate coverage and deployment.
  • Performs other duties as assigned.


Information Management:
  • Utilizes the staffing matrix as a guideline when making staffing decisions and adjusts staffing accordingly.
  • Consistently maintains & keys daily changes in the scheduling system- in a timely manner.
  • Consistently completes and send the shift staffing summary report at established times with no errors.
  • Consistently maintains the low census data log & discrepancy log, follows through appropriately.
  • Effectively works to resolve customer conflicts and complaints.
  • Consistently documents on any applicable phone log as needed.
  • Accepts all staffing absence calls with real time data entry into the scheduling system.
  • Report to Executive leadership on effectiveness of schedule creation and status of upcoming staffing.
  • Run routine reports in order to identify gaps in staffing and ensure staffing best practices.
  • Performs other duties as assigned.
  • Budget :
  • Staff units according to their staffing matrix, flexing staff when appropriate.
  • Demonstrates fiscal responsibility, ensuring that units are staffed based on correct utilization of matrix.
  • Consistently monitors unit staffing to avoid staffing overages.
  • Consistently enters accurate data in employee timecard to prevent error in payroll.
  • Performs other duties as assigned.
  • Payroll:
  • Consistently follows payroll practices and guidelines as relates to Kronos and Smart Square.
  • Follow up with appropriate managers to ensure that all payroll changes are correct if applicable.
  • Performs other duties as assigned.

Qualifications

Minimum Qualifications

Required Education and Experience

High School Diploma or equivalent

4 years of applicable experience without a Bachelor's Degree, 2 years of applicable experience with a Bachelor's Degree.

Required Licensure and Certifications

N/A

Required Minimum Knowledge, Skills, Abilities and Training

Exceptional customer service and conversational skills is required. Excellent written and oral communication skills required. Knowledge of medical terminology and patient placement required. Minimum 2 years acute care setting required. Knowledge of medical terminology and patient placement required. Excellent oral and written communication skills required. Excellent Excel and Word skills required. Must have attention to detail and maintain a positive working relationship with peers and managers. Must have strong relationship building skills and the ability to make and use connections throughout CHI Saint Joseph Health to complete projects and maintain strong partnerships with other departments. Must have strong initiative and be able to gather and analyze information skillfully and be able to brainstorm alternative resources and directions. Must be able to break down complex tasks into manageable parts in a systematic, detailed way and considers input from several sources. Must be detail orientation in gathering relevant data while attending to essential details; checks work for accuracy and quality. Must be able to problem-solve by identifying and resolving problems in a time manner, as well as develop alternative solutions when needed. Must have great flexibility and the ability to continually look for ways to make appropriate adjustments and changes - rather than identifying why things cannot be accomplished - in order to meet to the changing needs of CHI Saint Joseph Health and the Patient Experience Department. Ability to operate multi-line telephone system, computer, email, electronic equipment, calculator, copy machine/fax/scanner, office equipment. Ability to speak and communicate clearly. Perform on a daily basis: reading, writing, basic math, analyzing data, finding solutions, and working with confidential information. Ability to work under time pressure and at a rapid pace. Adequate conversational English is required in order that the individual be able to take direction from management, understand how to complete job tasks, communicate adequately with patients and co-workers as necessary, understand and follow safety guidelines, and organizational policies. Must have strong working knowledge Microsoft Office products, especially Word, Excel and PowerPoint. Must have the capacity to learn other relevant systems and databases, as needed. Must be able to navigate multiple computer programs and transcribe notes while providing exceptional customer care via the telephone, and assign staff appropriately.

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