Scheduling Specialist

The Scheduling Specialist performs centralized scheduling duties in order to determine and provide a cost-effective number and mix of nursing personnel for patient care needs. The Scheduling Specialist oversees the resource consumption of nursing by planning for prudent allocation of resources, providing data for analysis of that allocation, and, with the Director of Nursing, continually evaluates the results of staff utilization.

Job Duties & Responsibilities:

• Create a schedule that provides a daily complement of staff, according to the staffing grid requirements for the budgeted average census.
• Create a master schedule and post at least two (2) weeks prior to the start of the schedule.
• Incorporate full-time, part-time, and float pool staff to provide adequate nursing resources.
• Produce a master schedule balanced over the seven-day week.
• Respond proactively to scheduling requests to provide for prudent use of replacement staff resources.
• Be continually mindful of overtime considerations when preparing master schedules.
• Prepare an accurate, daily schedule of staff, with assignments identified based upon core staff assignments and skill mix.
• Effectively use scheduling software.
• Create and distribute a list of open shifts at least ten (10) days before the start of the schedule.

Monitor resource consumption through creation of a Microsoft Excel-based staffing variance report

• Identify staff predictions based upon current census.
• Identify staff utilization based upon daily verification of personnel used.
• Identify variance from expected targets and justification for same.
• Document justification for variance from grid thoroughly. Seek additional information as needed.
• Maintain this information accurately and completely for daily regular review by administrative and management staff.

Anticipate current staffing needs based upon updated census and patient activity

information. Employ cost-effective ways to provide for patient care, in collaboration

with the clinical managers or the house supervisors

• Respond to unexpected staff absences by providing alternate coverage in a cost-effective manner.
• Prepare and post assignments for staff in collaboration with immediate supervisors.
• Verify that all staff is in assigned areas, as anticipated.
• Maintain an immediate and long-range focus on staff needs for all patient care areas by cultivating ways to provide for patient care by working with staff to flex scheduling availability.
• Keep master schedule updated and accurate.

Prepare information and reports related to the staffing effectiveness for review by the

clinical services manager

• Document calls made to fill staffing needs.
• Submit agency utilization data including the number of agency shifts worked by day of the week, shift, census, and percentage of overall worked shifts.
• Compile staffing-to-grid ratios on a monthly basis.
• Collate documented reasons for not staffing to the grid.
  

As requested, and as authorized by the Director of nursing or the administrator on-call,

contact supplemental agency staff when all other resources (float pool; internal,

regular, part time staff, etc.) have been exhausted.

• Discuss any use of agency with immediate supervisor first, including all other alternatives considered.
• Identify the most cost-effective use for outside agency staff.
• Provide narrative justification for use of outside agency on the staff variance report.
  

Insure agency utilization is controlled, including by accurate verification of invoices

received

• Validate all invoices for accurate amounts and hours billed.
• Negotiate discrepancies with vendor, as errors are discovered.
• Prepare a final, verified invoice for the approval of the Director of nursing.
• Identify opportunities to negotiate improved rates with vendors; i.e., when consistent staff is needed for a long period of time.
• Continually coach nursing staff of the need to avoid agency and utilize internal resources for staffing.

Verify time and attendance for all nursing staff by verifying hours worked, as noted on

daily assignment sheets, with hours posted via Kronos time clock verification

• Verify regular hours worked.
• Identify and implement payment for other non-worked hours; i.e., paid time off (PTO), seminar attendance, etc.
• In collaboration with the clinical managers, note problems with tardiness, overtime, or other time and attendance issues.
• Present the verified time and attendance materials to the manager/director for payroll.
• Maintain confidentiality of sensitive payroll information.
  

Work with the clinical managers to understand and implement annual budgeting plans,

as defined through unit staffing grids

• Identify the current staffing grid pattern, based upon census, through the annual budgeting process.
• Identify factors that allow the scheduler to adjust staffing numbers (i.e., 1:1 assignment) and those that require management approval (acuity adjustment analysis).
• Seek clinical managers' approval for any planned overtime, in order to meet patient care needs.
• Bring to the attention of the clinical manager any staffing variances as they are noted.
  

Facilitate successful communication with residential care specialist pool staff scheduling

and utilization

• Create pool availability schedules, highlighting needs of Rogers' residential programs, on a four-week basis.
• Ensure all residential care specialist pool staff is meeting their required shifts per month.
• Communicate with residential managers about concerns of pool staff.
• Inform all residential care specialist staff of required training and job-specific tests that must be completed.
• Communicate with the residential managers to help evaluate pool staff on a yearly basis.

In conjunction with the pool manager, ensure that all communications, scheduling, and

utilization are done in a timely and effective manner

• Create pool availability schedules, highlighting needs of Rogers' inpatient programs on a four-week basis.
• Identify and report to manager when pool staff is not meeting their required shifts per month.
• Communicate with department managers on issues involving pool staff and ensure the pool manager is current and aware of all information/issues regarding pool staff.
  

Coordinate Rogers Behavioral Health social worker pool staff scheduling and

utilization monitoring

• Create pool availability schedules, highlighting needs of Rogers Social Services, on a four-week basis.
• Ensure all social worker pool staff is meeting their required shifts per month.
• Communicate with manager about concerns of pool staff.
• Inform all social worker staff of required training and job-specific tests that must be completed.
• Communicate with manager to support annual performance appraisals.
  

Oversee the scheduling of the float pool staff through maintaining communication

about staff needs and staff availability

• Work to assure Rogers Behavioral Health needs are met through use of available internal float pool staff where possible.
• Monitor adherence to policy for availability by all float pool staff and bring discrepancies to the attention of the appropriate pool supervisor.
• Work sensitively to balance the needs of the float pool employees and the needs for patient care, in order to carefully balance communication and productivity for both.

Schedule

• Monday- Friday: 3pm-11:30pm
• Every other weekend requirement
• Participation in holiday rotation

Additional Job Description:

Education/Training Requirements:

• High school diploma.
• Three (3) years experience working in a healthcare or office setting.
• Computer experience is required.
• Formal training in aggression control within sixty (60) days of date of hire is preferred. Annual re-certification is required.