Scheduling Specialist

Rogers Behavioral Health•Oconomowoc, WI

22h

About The Position

The Scheduling Specialist performs centralized nursing and related staff scheduling to determine and provide a cost-effective number and mix of personnel for patient care needs. The role oversees nursing resource consumption by planning resource allocation, providing data for analysis, and continually evaluating staff utilization with the Director of Nursing. The specialist prepares and maintains master schedules, daily assignments, open-shift lists, staffing variance reports, and staffing-effectiveness reports. The role monitors census-driven staffing needs, staff utilization, overtime, time and attendance, staffing-grid compliance, and agency usage. It coordinates coverage for unexpected absences and works with clinical managers, house supervisors, pool managers, residential managers, and other department leaders to meet patient-care needs using internal resources where possible. The position also coordinates scheduling and utilization for residential care specialist, social worker, and float pools; verifies nursing staff time and attendance for payroll; validates agency invoices; and supports annual staffing-grid budgeting. The schedule is Monday through Friday, 10:00 AM–6:30 PM, with every other weekend and holiday rotation requirements.

Requirements

High school diploma.
Three years of experience working in a healthcare or office setting.
Computer experience is required.
Formal training in aggression control within 60 days of hire is preferred; annual recertification is required.

Nice To Haves

Formal training in aggression control within 60 days of hire; annual recertification is required.

Responsibilities

Create daily staff schedules that meet staffing-grid requirements for the budgeted average census.
Create and post master schedules at least two weeks before the schedule begins, balance schedules across the seven-day week, and incorporate full-time, part-time, and float-pool staff.
Create and distribute open-shift lists at least ten days before the schedule begins.
Respond to scheduling requests and unexpected absences with cost-effective coverage, while considering overtime and replacement-staff resources.
Prepare daily staff assignments based on core staff assignments and skill mix, post assignments with immediate supervisors, and verify staff are in their assigned areas.
Use scheduling software and keep the master schedule accurate and current.
Create and maintain a Microsoft Excel-based staffing variance report that documents predicted staffing, actual utilization, variances from targets, and supporting justifications.
Anticipate staffing needs based on census and patient activity, and collaborate with clinical managers or house supervisors on cost-effective patient-care coverage.
Prepare staffing-effectiveness information and reports for review by the clinical services manager.
Document calls made to fill staffing needs; report agency shifts by day, shift, census, and percentage of worked shifts; compile monthly staffing-to-grid ratios; and collate reasons for staffing below grid.
Contact supplemental agency staff only as requested and authorized after other resources are exhausted; discuss agency use with the immediate supervisor, identify cost-effective options, and document justification.
Control agency utilization by verifying invoices, resolving vendor discrepancies, preparing verified invoices for Director of Nursing approval, and identifying opportunities for improved vendor rates.
Coach nursing staff to avoid agency use and utilize internal staffing resources.
Verify nursing staff time and attendance by comparing daily assignment sheets with Kronos records; verify regular hours and applicable non-worked hours such as PTO or seminar attendance.
Work with clinical managers to identify attendance, tardiness, overtime, and other timekeeping issues; submit verified payroll materials to the manager or director while maintaining confidentiality.
Work with clinical managers on annual budgeting plans and staffing grids; identify grid patterns and adjustments requiring management approval, obtain approval for planned overtime, and raise staffing variances.
Create four-week availability schedules for residential care specialist pool staff, ensure required monthly shifts are met, communicate concerns to residential managers, relay training and job-specific testing requirements, and support annual pool-staff evaluations.
Coordinate pool scheduling and utilization with the pool manager, including four-week availability schedules for inpatient programs, monitoring required monthly shifts, and keeping department managers and the pool manager informed of issues.
Create four-week availability schedules for the social worker pool, monitor required monthly shifts, communicate concerns to managers, relay training and job-specific testing requirements, and support annual performance appraisals.
Oversee float-pool scheduling by communicating staff needs and availability, promoting internal pool use, monitoring availability-policy compliance, and balancing employee and patient-care needs.