The role of the NCP Scheduling Specialist is to ensure that the branch has a robust staffing plan, providing 100% coverage for all of our patient needs, and those requirements from state and federal rules and regulations. The specialist generates, manages and updates the Branch schedule, while making adjustments as needed, according to census fluctuations, call-offs, and pre-planned leave of absences. The Scheduling Specialist reports to the branch Clinical Director. This role supports and creates positive environments through a personal commitment to NCP’s vision and values. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Employee must have regular attendance/punctuality, be able to cooperate with others, and be completely honest. Other assigned duties include:
- Excellent communication skills, interacting with patients, family members and staff, ensuring patient is receiving superb care and service.
- Must be very detail oriented, completely staffing each patient in advance, and be willing to make adjustments in the moment as needed.
- Ambassador of the organization, weekly check-ins with patients and patient families to determine a change in schedule (different times, days, etc).
- Able to assist in local recruitment efforts when needed. This could include holding a recruitment event locally, or screening candidates when necessary. Works closely with the recruiting team to fill gaps and needs in staffing matrix.
- Works under the direction of the branch leader to ensure that all patient visits are scheduled and staff are appraised of their schedules.
- Develops a monthly schedule for 100 employees or more.
- Able to maintain a consistent schedule of caregivers for the patient and a desirable schedule for nurses and aides.
- Manage “On-Call” schedule for the branch, specifically for 24-hour patients.
- Monitor reports of daily nursing hours utilized for the branch.
- Manage call offs, missed visits, and late staff and coordinates with the branch leaders daily/weekly regarding patterns and trends.
- Maintains a pool of staff to fill call off sifts, and handles these situations quickly and effectively. Monitor call off situations to determine if there are problems that need to be resolved.
- Strong computer skills to prepare, change, and update the schedule.
- Reviews the approved time off requests and schedules patients accordingly, to include; vacation, leave of absences and unpaid time off.
- Performs other duties as assigned.
- Solve problems quickly, while maintaining the highest level of professionalism and customer service.
- Must be able to be flexible and committed to scheduling, especially when after hours or last minute situations arise.
- Focuses on attention to detail to ensure mistakes do not occurs, that schedules are communicated in a timely fashion and all staff/patients are aware of changes.
SUPERVISORY RESPONSIBILITIES
This position has no supervisory responsibilities. 1 | Page QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
- Associate’s degree is preferred.
- Minimum 2 years of scheduling experience in a clinical or healthcare organization
EDUCATION, TRAINING, AND SKILL RECOMMENDATIONS/REQUIREMENTS
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- Excellent writing, organizational, and time management skills
- Ability to work independently, multi-task, prioritize and function in a team environment.
- Must possess a professional, courteous, and customer oriented demeanor. Must be discreet, trustworthy, and possess a high level of integrity.
- Excellent computer and internet skills.
- Outstanding customer service skills, putting the patient needs first. Also must know how to have deeper longer term relationships with patients, getting to know them on a personal level.
- Has a ‘Can Do’ attitude, to fulfill what the customer needs, and the ability to influence staff to fullfill call off shifts.
- Self-motivated, and able to handle details at a deeper level.
- Must be responsive to solve problems quickly.
- Must be able to do bending and lifting required for effective patient related care.