This job is responsible for the timely, accurate and cost-effective scheduling of all nursing and related clinical staff in designated patient care units (e.g. Critical Care, Medical/Surgical, Telemetry, Emergency Department, Outpatient Services, Hospice, etc) in accordance with established procedures and staffing standards for the Franciscan Health System (FHS).
An incumbent enters and updates information in the enterprise-wide “One Staff” (or replacement) automated system to maintain accurate staffing schedules and related documentation.
While emphasis is focused primarily on ensuring adequate staffing coverage on a daily basis, work also includes maintaining the Master Staffing Plan which tracks staffing needs for a multiple-week timeline.
Work includes adjusting schedules to meet changing conditions and employee availability.
Work involves maintaining constant awareness of changing conditions with potential to impact staffing needs for the work units.
An incumbent maintains ongoing communication with work units to quickly identify and reassess ongoing staffing needs and to ensure that schedules are adjusted appropriately to meet demand in a timely, efficient and effective manner.
Updated information is obtained in a variety of ways, including phone communication, e-mail, physical rounds on the floors and/or reports.
Work is performed in accordance with established standards/guidelines that set forth the proportion of nursing staff to patients, with some judgment exercised matching employee competencies/skills to specific assignments.
An incumbent is required to handle multiple interactions simultaneously, with the need to respond quickly to shifting staffing needs/priorities.
Requires significant accuracy in maintaining and reconciling scheduling information.
Develops and maintains 24-hour daily and Master Staffing Plan, producing timely shift-specific schedules to sustain optimum and cost-effective staffing levels for nursing-related jobs (e.g. RN, LPN, HUC, Telemetry Technician, ER Technician, etc) based on established guidelines for the appropriate mix/number of staff for a specific work unit; receives/gathers data, on an ongoing basis, from work unit (e.g. House Supervisor, Charge RN, Unit Secretary, etc) regarding daily staffing needs and to forecast/validate staffing needs 30-days out; identifies necessary adjustments to existing schedules (daily and Master); reviews data in automated staffing system with respect to the availability of individual employees; enters/updates staff placement data in automated system and produces current reports; maintains hardcopy materials to reflect changes as they occur; produces and maintains updated staffing materials and makes available (e.g. Staffing Office, work units) for employees/management to reference; reconciles data in the system with information maintained manually on hardcopy reports.
Adjusts staff coverage in response to changes in patient census, patient acuity and/or over-staffing of work unit; maintains awareness of admissions, patient status upgrades/downgrades and changes in bed count needs/availability to identify impact on staffing needs and current schedule; follows established procedures or union contract provisions to determine order/positions/employees to be cut (e.g. Agency personnel first, etc); notifies Agency and employees in a timely manner per internal guidelines; updates automated system and hardcopy materials.
Contacts unscheduled employees to schedule for work in the event of an actual or potential staffing shortfall; describes the specific need and asks employee to work; may negotiate shift swaps or other arrangements to encourage employees to accept shift.
Contacts FHS’s designated staffing Agency to make arrangements for daily or future temporary staff in response to identified needs; enters/maintains data (e.g. personal, licensing/certification, assignment, hours worked, etc) on temporary staff in automated staffing system; may validate credentials prior to reporting to work; orients temporary staff when reporting to work; has employee complete sign-up sheet to tracks hours worked; maintains staff files, including performance assessment, and advises Agency of DNR status as appropriate.
Maintains employee database in automated staffing system, entering and updating information in a timely manner; tracks personnel data on nursing staff, including sick time, LOA, OT, Bonus data, military duty status and related information, and reports to applicable unit manager; researches specific time card discrepancies for the pay period and reports to applicable unit manager; may maintain training/orientation and/or annual update information in automated and/or manual systems; may monitor compliance and take employees off-schedule if they are non-compliant.
Keeps unit managers up-to-date on progress made towards meeting planned and unanticipated staffing requirements; confirms schedule with management on each unit and provides names of Agency/Traveler staff; explains scheduling guidelines and relevant contract provisions; may discuss alternatives in the event staffing short-falls cannot be avoided (e.g. LPN instead of RN, etc); ensures that manager receives timely notification of issues so that appropriate action can be taken.
Receives notification from employees who are looking for additional shifts or who are not able to report to work for assigned schedule (e.g. sick, FMLA, etc); enters data in automated system to add or take employees off-schedule, updates hardcopy logs/reports and notifies work unit; may produce reports for manager reflecting repeated short-notice occurrences.
Receives employee requests for planned time off (e.g. vacations, holidays, in-service training, PTO, etc); reviews schedule to determine whether request will result in coverage shortfall; notifies unit manager if request cannot be approved based on established coverage guidelines; adjusts existing schedules per established procedures for approved time off; ensures that schedule changes are communicated to affected employees and unit managers.
Maintains documentation such as Agency/Traveler files, employee license verification, orientation checklists, credentialing, evaluation forms and related data and materials; may validate licensing and credentialing information prior to scheduling an employee for work.
Creates and distributes periodic reports based on information extracted from the staffing database; prepares agency/traveler usage analyses; may review records and verify Agency use to validate that charges are accurate.
Performs related work as required.
Education/Work Experience Requirements:
High school diploma (or equivalent), and one year of related work experience, preferably in a healthcare setting, OR any combination of experience and education that would demonstrate the capability to perform the duties of the position.
Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor at all times.
Adheres to and exhibits our core values:
Having a profound spirit of awe and respect for all creation, shaping relationships to self, to one another and to God and acknowledging that we hold in trust all that has been given to us.
Moral wholeness, soundness, uprightness, honesty and sincerity as a basis of trustworthiness.
Feeling with others, being one with others in their sorrows and joys, rooted in the sense of solidarity as members of the human community.
Outstanding achievement, merit, virtue; continually surpassing standards to achieve/maintain quality.
Maintains confidentiality and protects sensitive data at all times.
Adheres to organizational and department specific safety standards and guidelines.
Works collaboratively and supports efforts of team members.
Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.
Catholic Health Initiatives and its organizations are Equal Opportunity Employers
Administrative and Clerical
WA-Tacoma-St Joseph Medical Center
Scheduled Hours per 2-week Pay Period
Franciscan Health System - 22 months ago
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St. Francis himself may have hailed from Italy, but his followers look after the health of the residents of the South Puget Sound area...