Inpatient Oconomowoc Scheduler

Lead Scheduling Specialist

The Lead 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 Lead 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. The Lead will also provide support and training to those in the Scheduling Specialist II position and lead scheduling for all hospital locations.

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.
• Create schedule being mindful to stay within each programs budget.

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.

Create and Maintain schedule of scheduling staff.

• Ensure scheduling coverage for first and second shifts and weekends (1 shift).

As requested, and as authorized by the COO 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.

Ensure 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 vice-president of Patient Care.
• 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 counselor pool staff scheduling and utilization.

• Create pool availability schedules, highlighting needs of Rogers' residential programs, on a four-week basis.
• Ensure all residential counselor pool staff is meeting their required shifts per month.
• Communicate with residential managers about concerns of pool staff.
• Inform all residential counselor 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-Oconomowoc and Milwaukee social work pool staff scheduling and utilization monitoring.

• Create pool availability schedules, highlighting needs of Rogers Social Services for all four campuses, on a four-week basis.
• Ensure all social work pool staff is meeting their required shifts per month.
• Communicate with manager about concerns of pool staff.
• Inform all social work 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 the Hospital 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.

Demonstrate understanding of the Joint Commission and other regulatory agency compliance regulations.

• Involve self in the learning and application of standards relevant to the Nursing department and staffing effectiveness.
• Participate in inservices/seminars and other meetings to increase involvement and awareness of regulations.
• Involve self in the education of other disciplines regarding the Nursing department's regulations.

Participate in Hospital committees, Performance Improvement team meetings and team projects, as directed.

• Demonstrate punctuality and preparedness.
• Demonstrate effective communication skills and good organizational skills.
• Contribute in a positive, solution-focused manner.