Staffing Coordinator

Scheduling Coordination: (1500 billable hours a week)
- Schedules TLC staff for all facilities’ staffing requests. Schedules care for all cases, attempting to match personalities of those involved as well as skills necessary to provide the most efficient level of care.
- Communicates daily with other staff members regarding new facility staffing contracts, TLC staff availability, new cases, and caregiver availability.
- Communicates and confirms all schedule changes and caregiver substitutions to facility contract clients and/or care recipients as well as to caregivers and documents all communication and assignments in the scheduling system. Documentation will also include all complaints and compliments.
- Communicates and confirms all schedule changes and staff substitutions to the client as well as to staff and documents all communication and assignments in the scheduling system. Documents complaints and compliments as well.
- Answers the company telephones and routes calls appropriately. Returns all phone calls related to SC responsibilities. ?
- Keeps records and scheduling software updated. Enters all scheduling changes in real-time.
- Assist the Homecare scheduling team as needed.
- Accepts weekend on-call duty.
- Monitors the Telephony time-keeping system, and responds immediately to uncovered shifts, late arrivals, etc.?
- Implements cost-saving actions by remaining aware of the impact of scheduling decisions on the revenues of the agency and the client’s invoices.

Job Summary: The Staffing Coordinator (SC) is an hourly paid position with the responsibility of ensuring proper care and management of TLC Nursing Associates’ facility scheduling from initiation of contracts, and will strive to maintain customer satisfaction.

The SC has an essential position in the company. The SC has primary responsibility for ensuring appropriate and adequate staffing for all facility staffing needs. The SC must foster productive relationships between TLC staff and the client agencies. He/she will coordinate effective matches between facility clients and experienced TLC field staff.

The SC consults with the office team and refers to extraordinary problems appropriately. The SC is responsible for maintaining and enhancing TLC’s image through appropriate dress, pleasant and helpful telephone manner, and courteous interaction with all staff and visitors. He/she is also accountable for appropriate verbal and behavioral interactions with whomever contact is made.

Qualifications: This position requires an individual who is a high school graduate with a minimum of three years of professional office experience.

The SC must be experienced in working with the public. Some experience hiring and managing employees and familiarity with the health care arena, along with experience in the staffing industry is preferred. The SC has to be very flexible and adaptable in rapidly changing circumstances and be able to remain calm, organized and efficient under pressure. He/she must accept that workdays and work hours are required to be flexible.

The SC is expected to have good hearing, clear speech, and legible penmanship. The SC must speak, read and write English proficiently with strong, grammatical understanding. The SC must have basic computer knowledge and experience with Microsoft applications. He/she must possess the ability to learn new scheduling and time-keeping software quickly. He/she must have good recall, be articulate, and possess the ability to organize and prioritize details.

The SC must have effective communication skills. He/she must be able to develop relationships with the clients and caregivers and match them to one another appropriately. The SC should possess good problem-solving skills and a warm, congenial, patient, and professional attitude. The SC is accountable for conveying a helpful, compassionate, and knowledgeable attitude even when dealing with complaints and/or complex situations.

The SC is required to deal with frequent interruptions, last-minute changes to previously established schedules, multi-layered priorities, and scheduling deadlines.

The SC must be able to perform responsibilities without micro-management, and being self-initiated is highly desirable. Finally, the SC is expected to be familiar with Vermont and New Hampshire geographically and demographically.

Applicants are required to submit to background checks which include both criminal and abuse, neglect or exploitation records. Failure to pass these checks will disqualify an applicant for employment.

Immediate Supervisor: Scheduling Supervisor

Job Purpose:
Staff caregivers, PCAs, LNAs, LPNs, and RNs appropriately to facility clients. Maintain records of these processes.

General Duties and Responsibilities (Many duties for this position are shared; others are divided depending on the individual abilities and expertise of each SC):

Schedules TLC staff for all facilities’ staffing requests.

As a priority, works with office team to improve retention of employees and facility clients.

Reports changes noted in facility standards and conditions to TLC field staff, Scheduling Supervisor, Director of Nursing, and TLC ---------- municates daily with other staff members regarding new facility staffing contracts and TLC staff availability.

Collaborates with the Scheduling Supervisor and the Human Resources Manager regarding facility staffing needs and recruitment

Communicates and confirms all schedule changes and staff substitutions to clients as well as to staff, and documents all communication and assignments in the scheduling system. Documents complaints and compliments as well.

Maintains records of all refused assignments.

Attends weekly staff meetings and provides a report of unstaffed hours, numbers of LNA, LPN, RN staff, number of new staff put to work, number of staff lost, complaints and compliments, and challenges and/or problems that need attention and resolution.

Works flexible days and hours with the realization that a workday is not complete until all cases have been staffed (Monday-Wednesday staffed 2 days ahead; Thursday – staffed through Tuesday). Such flexing of time will be approved as needed with the Scheduling Supervisor. On Thursday, the SC will meet with new employees and set orientations and schedules with them for facility placements. Getting new employees to work as soon as possible is a priority of the SC position.

Studies and maintains familiarity with the Vermont and New Hampshire regulations for home care agencies, LTC facilities, and Corrections facilities along with TLC’s policies and operating guidelines.

Participates in daily “15-minute meeting” at 9:30 AM, discussing all overnight or weekend changes with operations staff.

Answers the company telephones and routes calls appropriately. Returns all phone calls related to SC responsibilities.

Keeps records and scheduling software updated. Enters all scheduling changes in real-time.

Updates job knowledge by participating in educational opportunities and reading professional publications.

Accepts weekend on-call duty as assigned by the Scheduling Supervisor.

Assists the Scheduling Supervisor with an evaluation of field staff.

Monitors Telephony time-keeping system, and responds immediately to uncovered shifts, late arrivals, etc.

Thoroughly understands agency Points System and documents accordingly.

Participates in staff meetings, orientations, and other company events.

Implements cost-saving actions by remaining aware of the impact of scheduling decisions on the revenues of the agency and the client’s invoices.

Assists with management of employee awards, incentive and recognition programs.

Will schedule at least an 8 hour orientation for all new employees at facilities and must seek prior approval for orientations less than 8 hours from the Scheduling Supervisor or the President

Provides the following report to the Office Team every Monday during staff meeting:
Facilities Status Reports
Hours decreased – who, when, why?
Hours increased – who, when, why?
Hours lost—who, when, why?
Facilities weekly contacts: Dates, Clients, Person Contacted, Results of Conversation, Action Required
Complaints/Compliments: Events documented? Reported to Scheduling Supervisor?
Other duties that may be assigned