Healthcare Scheduler

Covenant Living•Keene, NH

1d•Onsite

About The Position

This position is accountable for effectively using scheduling tools and interpreting points of data to make good business decisions in scheduling healthcare staff. Effective scheduling will ensure regulatory compliance, minimize overtime utilization, optimize / reduce and eliminate the use of agency services, reduce over-staffing situations, and consistently balance staffing levels in real time against admissions and discharges. This role is responsible for campus level scheduling for all Healthcare, including both Assisted Living and Skilled Nursing. Utilize staffing tools and data points, such as OnShift, Workday and daily healthcare meetings, to make informed decisions about staffing requirements. Adjust, balance, and flex scheduling as needed to ensure regulatory compliance, optimize ratios and control costs. Schedule based on budgeted HPPD, analysis of overtime costs, agency expenditures, census, and daily admissions / discharges. Monitor overtime and agency usage trends. Anticipate potential overtime and prevent it from occurring due to effective staffing. Respond timely to overtime / agency usage if incurred to minimize impact. Partner with Healthcare Leadership to effectively reduce overtime and agency costs. Utilize weekly overtime reports and agency reporting tools to make decisions. Maintain the master healthcare schedule and assure daily needs are met, as well as addressing and resolving long term trends. May involve scheduling new staff for orientation with department, managing absences and finding replacements, and finding staff to fill open shifts. Communicate with Director of Nursing on a regular basis regarding schedule change requests, vacation requests, unscheduled absences, or other staffing needs. Identify opportunities for flexible staffing based on business trends. Make recommendations for cross-training in order to better utilize resources. Negotiate with team members to realize opportunities for more optimal staffing, such as flexing team member schedules based on business needs. Develop and recommend creative staffing opportunities and solutions. Responsible for PBJ entries and ensuring that staff hours are coded correctly. Monitor and correct (as needed) employee time punches in Workday system. Input agency staff hours, as required, in both OnShift and Workday. Track attendance and inform Director of Nursing / Assisted Living Director of problem areas. As needed, communicate needs with supplemental staffing agencies and complete records for agency staff. As needed, may assist with scheduling transportation / rides for residents. As needed, may act as designated person to schedule required employee training for staff. Other duties as assigned or as needed.

Requirements

High school diploma
Detail oriented and organized.
Able to multi-task and work quickly, under changing circumstances and priorities.
Strong computer skills.
Excellent communication skills, both verbal and written.
Excellent negotiation skills and abilities.
Outstanding interpersonal skills to navigate interactions with a wide variety of people.
Able to build positive working relationships within the campus, as well as building external relationships as needed.
Continuous improvement mindset and able to make ongoing recommendations to improve process.

Nice To Haves

Healthcare background, such as skilled nursing or assisted living
Previous scheduling or healthcare staffing experience
Experience in OnShift and Workday
MS Suite is desired

Responsibilities

Effectively use scheduling tools and interpret data to make business decisions for scheduling healthcare staff.
Ensure regulatory compliance, minimize overtime, optimize/reduce agency services, reduce over-staffing, and balance staffing levels against admissions and discharges.
Utilize staffing tools and data points (OnShift, Workday, daily meetings) to determine staffing requirements.
Adjust, balance, and flex scheduling to ensure regulatory compliance, optimize ratios, and control costs.
Schedule based on budgeted HPPD, overtime costs, agency expenditures, census, and daily admissions/discharges.
Monitor overtime and agency usage trends, anticipate and prevent overtime, and respond timely to incurred overtime/agency usage.
Partner with Healthcare Leadership to reduce overtime and agency costs.
Maintain the master healthcare schedule, ensure daily needs are met, and address long-term trends.
Schedule new staff for orientation, manage absences and find replacements, and fill open shifts.
Communicate with Director of Nursing regarding schedule change requests, vacation requests, unscheduled absences, or other staffing needs.
Identify opportunities for flexible staffing based on business trends.
Make recommendations for cross-training to better utilize resources.
Negotiate with team members for optimal staffing, such as flexing schedules based on business needs.
Develop and recommend creative staffing opportunities and solutions.
Be responsible for PBJ entries and ensuring staff hours are coded correctly.
Monitor and correct employee time punches in the Workday system.
Input agency staff hours in OnShift and Workday.
Track attendance and inform Director of Nursing/Assisted Living Director of problem areas.
Communicate needs with supplemental staffing agencies and complete records for agency staff.
Assist with scheduling transportation/rides for residents as needed.
Act as the designated person to schedule required employee training for staff as needed.