Inpatient Oconomowoc Scheduler

About the Role

The Lead Scheduling Specialist performs centralized scheduling duties to determine and provide a cost-effective number and mix of nursing personnel for patient care needs. This role oversees resource consumption of nursing by planning for prudent allocation of resources, providing data for analysis, and continually evaluating staff utilization results alongside the director of nursing. The Lead also supports and trains Scheduling Specialist II staff and leads scheduling for all hospital locations.

Responsibilities

• Create a schedule that provides a daily complement of staff according to the staffing grid requirements for the budgeted average census.
• Create and post a master schedule at least two weeks prior to the start of the schedule, incorporating full-time, part-time, and float pool staff to ensure adequate nursing resources.
• Produce a master schedule balanced over the seven-day week.
• Respond proactively to scheduling requests to ensure prudent use of replacement staff resources, while being mindful of overtime considerations.
• Prepare an accurate daily schedule of staff with assignments identified based on core staff assignments and skill mix.
• Effectively use scheduling software to create and distribute a list of open shifts at least ten days before the start of the schedule, ensuring the schedule stays within each program’s budget.
• Monitor resource consumption through creation of a Microsoft® Excel-based staffing variance report:
  • Identify staff predictions based on current census.
  • Identify staff utilization based on daily verification of personnel used.
  • Identify and document variance from expected targets, including justification.
  • Maintain accurate and complete information for daily review by administrative and management staff.
• Anticipate current staffing needs based on updated census and patient activity information.
• Employ cost-effective ways to provide patient care in collaboration with clinical managers or 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 and verify staff presence in assigned areas.
• Maintain an immediate and long-range focus on staff needs by cultivating ways to flex scheduling availability.
• Keep the master schedule updated and accurate.
• Prepare information and reports related to 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, 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 a schedule for scheduling staff to ensure coverage for first and second shifts and weekends (1 shift).
• Contact supplemental agency staff when all other resources (float pool, internal, regular, part-time staff, etc.) have been exhausted, as authorized by the COO:
  • Discuss any use of agency with the immediate supervisor first, including 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 accurate verification of invoices:
  • Validate all invoices for accurate amounts and hours billed.
  • Negotiate discrepancies with vendors as errors are discovered.
  • Prepare a final, verified invoice for approval by the vice-president of Patient Care.
  • Identify opportunities to negotiate improved rates with vendors.
  • Coach nursing staff on avoiding agency use and utilizing internal resources.
• Verify time and attendance for all nursing staff:
  • Verify regular hours worked as noted on daily assignment sheets and Kronos time clock.
  • Identify and implement payment for non-worked hours (e.g., PTO, seminar attendance).
  • Collaborate with clinical managers to note problems with tardiness, overtime, or other time and attendance issues.
  • Present verified time and attendance materials to the manager/director for payroll.
  • Maintain confidentiality of sensitive payroll information.
• Work with clinical managers to understand and implement annual budgeting plans as defined through unit staffing grids:
  • Identify the current staffing grid pattern based on census through the annual budgeting process.
  • Identify factors allowing adjustments to staffing numbers (e.g., 1:1 assignments) and those requiring management approval (acuity adjustment analysis).
  • Seek clinical managers’ approval for planned overtime to meet patient care needs.
  • Bring staffing variances to the attention of the clinical manager 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 meet 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.
  • Communicate with residential managers to help evaluate pool staff annually.
• 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 meet their required shifts per month.
  • Communicate with the manager about concerns of pool staff.
  • Inform all social work staff of required training and job-specific tests.
  • Communicate with the manager to support annual performance appraisals.
• Oversee the scheduling of float pool staff:
  • Maintain communication about staff needs and availability to meet hospital needs through internal float pool staff.
  • Monitor adherence to policy for availability by all float pool staff and report discrepancies to the appropriate pool supervisor.
  • Balance the needs of float pool employees and patient care to ensure productivity and effective communication.
• Demonstrate understanding of Joint Commission and other regulatory agency compliance regulations:
  • Participate in learning and applying standards relevant to the Nursing department and staffing effectiveness.
  • Attend in-services, seminars, and meetings to increase awareness of regulations.
  • Educate other disciplines regarding Nursing department regulations.
• Participate in Hospital committees, Performance Improvement (PI) team meetings, and team projects as directed:
  • Demonstrate punctuality, preparedness, effective communication, and good organizational skills.
  • Contribute in a positive, solution-focused manner.
• Participate in the Performance Improvement (PI) program:
  • Gain understanding of the PI process and apply it to department activities.
  • Participate in or create PI teams that lead to improvement in other hospital areas.
  • Educate and involve self in the Hospital and Nursing department’s performance improvement plans.
• Conduct self in a professional manner:
  • Demonstrate organizational skills to promote timely response to inquiries and task completion.
  • Communicate positively and professionally with all individuals.
  • Resolve issues with peers in a positive, solution-focused manner.
  • Attend outside seminars to promote professional growth.
  • Demonstrate a positive and professional attitude toward external parties (patient families, visitors, vendors).
  • Comply with Hospital policies and procedures, including Human Resources, Infection Control, and Employee Health.
  • Project a professional image by wearing appropriate attire.

Requirements

• 1 year of experience at Rogers in the Scheduling Specialist II role.
• High school diploma.
• Three years of experience working in a hospital unit or office setting.
• Computer experience is required.
• Valid Wisconsin driver’s license.
• Formal training in aggression control within sixty days of hire is preferred; annual re-certification is required.

Physical/Mental Demands

• Position may involve exposure to aggressive/combative patients during de-escalation support (applicable to incumbents who complete and maintain Rogers’ aggression control training).
• Involves walking and standing; lifting is moderate (minimum of 30 pounds).
• Requires reaching, handling, and fingering to operate office machines.
• Verbal and hearing ability required to interact with patients and employees.
• Numerical ability required to maintain records and operate a computer.
• Tact required to deal effectively with employees and professional staff.
• Logical thinking and discretion required for decision-making in policies, procedures, and standards.
• Must be able to read, communicate, and perform job duties as verified by a post-employment physical exam by a licensed physician.

Benefits

• Health, dental, and vision insurance coverage for you and your family.
• 401(k) retirement plan.
• Employee share program.
• Life/disability insurance.
• Flexible spending accounts.
• Tuition reimbursement.
• Health and wellness program.
• Employee assistance program (EAP).