Staffing Specialist

Job Summary Managing and coordinating the schedules of both clinical and front-line staff to ensure the efficient operation of patient care and administrative functions. This role requires collaboration with various departments including providers to align staffing schedules with patient needs, clinical demands, and organizational goals. The primary responsibility is to optimize staff scheduling, prevent conflicts, and allocate resources effectively, while ensuring compliance with regulatory and operational requirements. Supervises the Following Positions Positions: N/A Physical Requirements The ability to perform the duties and responsibility of the position, with or without reasonable accommodations for disabilities. The ability to consistently lift, push or pull loads of up to fifty (50) pounds. (Unless nursing 50) Sufficient strength, mobility and stamina to make frequent location and position changes, assist with patient care, and perform other physical activities of average difficulty. Candidates whose disabilities make them unable to meet the requirements will still be considered fully qualified if they can perform the essential functions of the job with reasonable accommodations. May be exposed to infectious or contagious disease. May have to handle emergency situations. May be subject to irregular hours. May be required to wear protective equipment such as eye protection, face protection, masks, sterile/nonsterile gloves, isolation gowns. May be exposed to toxic/caustic/chemicals/detergents. Physical activities include continuous sitting, and occasional walking, standing, bending, squatting, climbing, kneeling and twisting. Activity Conditions (Occasionally, Frequently, Continuously): Sitting- Continuously Walking- Occasionally Standing- Occasionally Bending-Occasionally Squatting- Occasionally Climbing-Occasionally Kneeling-Occasionally Twisting-Occasionally Visual and Hearing Requirements Must be able to see with corrective eye wear. Must be able to hear clearly with assistance Working Conditions Primarily Works in a well-lighted and air-conditioned environment with period of heavy workload and stress. This role may include playing in less-than-ideal home conditions, which can include exposure to extreme temperatures and environments that may not meet typical cleanliness standards such as clutter, unkept surfaces, and homes with pets. Works in various conditions. Performance: Essential Functions Decision Making: Ability to make decisions and takes appropriate action based on the information they have. Recognizes own limitations and consults with the supervisor, manager, or team member when appropriate. Time Management: Works efficiently and manages duties to ensure that tasks are completed with accuracy and within the scheduled shift or reasonable amount of time. Quality & Quantity: Demonstrates accurate, knowledge and skill to carry out job duties. Follows departmental work policies and procedures. Speed and consistency of output and time utilization of job duties. Computer Knowledge & Electronic Equipment Use: Demonstrates ability to consistently utilize electronic equipment and online computer programs to perform job duties, including electronic documentation, and order entry. Resource Utilization: Consistently utilizes and maintains supplies and equipment to minimize lost charges and unnecessary equipment repair-replacement. Confidentiality: Adheres to established policies on privacy and security requirements for compliance with the Health Insurance Portability and Accountability Act (HIPAA), as applicable by Shannon Policy. Performance: Position Specific Essential Functions Clear Verbal and Written Communication: Ability to effectively communicate with staff, management, and providers. Must be able to relay staffing updates, schedules, and staffing issues concisely and professionally. Interpersonal Skills: Comfortable interacting with healthcare professionals, understanding their needs, and resolving any staffing concerns. Precision in Scheduling: Ensuring shifts and staff assignments are accurately scheduled, minimizing errors in critical healthcare settings. Compliance with Regulations: Attention to detail ensures staffing schedules meet legal, and healthcare regulatory requirements. Multitasking and Time Management: Ability to manage multiple staffing schedules simultaneously, ensuring coverage for all departments while adjusting for absences, sick days, requested time off, and urgent requirements. Tracking and Documentation: Maintain organized records of staffing, employee availability, and shift changes. Conflict Resolution: Skillfully handling disputes related to scheduling conflicts or understaffed shifts. Crisis Management: Ability to adapt quickly to sudden staffing shortages or changes in healthcare priorities, finding suitable replacements swiftly. Healthcare Staff Support: Ensuring healthcare workers' needs are met by responding to questions about shifts, availability, and other staffing-related concerns. Practice Manager & Providers: Communicating with Practice manager and Providers when necessary to fill vacancies or unable to fill shifts. Understanding of Healthcare Operations: Knowledge of different departments’ staffing needs (e.g., clinical and front staff roles, one staff covered offices) and the types of qualifications required for each. Shift Management and Compliance: Understanding the requirements for different shifts, which offices open earlier than others, stay open longer or overtime, and ensuring compliance with healthcare regulations. Scheduling Software and Tools: Proficiency with scheduling software like UKG, KRONOS or any other healthcare-specific tools used to monitor shifts and employee availability. Data Management: Ability to input, track, and analyze data for staffing reports, including hours worked, shift changes, and employee availability. Handling Sensitive Information: Maintaining strict confidentiality in managing staff records, payroll details, medical information, and employee schedules. HIPAA Compliance: Ensuring all staffing practices comply with HIPAA regulations to protect patient and employee privacy. Supporting the Practice Managers: Collaborating with the Practice Manager and other staffing schedulers to ensure smooth staffing operations. Team-Oriented: Working effectively with healthcare providers, Practice Managers, and Staffing Schedulers to ensure adequate staffing levels and meet organizational goals. Empathy for Healthcare Workers: Understanding the challenges faced by healthcare workers and providing support where needed, fostering a positive work environment. Maintaining Professional Boundaries: While building relationships, maintaining professionalism in all interactions with staff and management. Attendance: Coordinate time off with other staffing schedulers so that at least two others are here to work. Performs other duties as assigned. Qualifications Education Required High School Diploma, GED, or equivalent Experience Required One year of experience in Clerical or Computer Related duties Certification/Licensure: N/A Location: Shannon Health · OPERATIONS ONE PRIMARY CARE Schedule: Full Time, Days, M-F #J-18808-Ljbffr Shannon Medical Center