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This position is responsible for creating a staffing plan considering all resources across the Acute division as well as adjusting and monitoring staffing levels of hospital departments utilizing Smart Square. Maintaining continuous, open and active communication among staff and management is essential. The incumbent works closely with the Nursing Coordinator, nursing unit charge nurses, and other hospital department representatives to ensure appropriate staffing levels across the Acute division.
The incumbent is responsible for:
1. Ensuring Administration budget adherence and statistical analysis including the tracking of hospital department productivities on a continual basis.
2. Creating shift staffing plans for all departments utilizing approved staffing matrices and Smart Square software in collaboration with Nursing Operations and hospital department leadership.
2. Assigns or floats staff to meet patient care needs and address productivity standards; adjusting for census, workload, skill mix, and sick calls. Staff assignments are based upon staff education, preparation, training, and specific patient care needs.
3. This position has the authority to make specific decisions regarding allocation of nursing and non-nursing personnel; activation of on-call staff; and approval of overtime.
2. Accepting absent calls, logging them in Smart Square and communicating the absent call to the designated department contact.
3. Compiling an absentee report to be sent to designated leaders every shift.
4. Collecting quality data used to support effective staffing strategies and other quality measures as indicated.
5. Coordinating the design, development, planning and prioritizing of tasks related to the utilization and maintenance of Smart Square data. Will be Subject Matter Expert relative to use of Smart Square for staffing deployment and reporting.
6. Assisting in the development, implementation and publishing of hospital department policies and procedures related to staffing issues.
7. Participating in and/or conducting training programs, trouble-shooting system problems, enlisting the support of appropriate personnel when needed.
9. Maintaining Smart Square records of assignments, mid-shift unit staffing changes, staff low census call offs and absences.
10. Sending out recruiting campaigns and/or making phone calls as needed for last minute staffing needs.
11. Keeping Smart Square up to date with accurate information by managing calls, voicemails, Voalte messages, Teams messages and emails.
12. Managing the Staffing Office phone line to make adjustments to Float Pool shifts, make adjustments to employee shifts and communicate about staffing needs and decisions.
13. Organizing and/or leading staffing meetings every shift to collect data and input the information into Smart Square. The ability to lead a MS Teams meeting coordinating representatives from multiple departments.
14. Throughout each shift, reassessing the staffing plan and making independent decisions to redeploy staff to areas of need or to reduce staff based on census changes.
Challenges of this position include ensuring and maintaining the quality of the database and providing accurate and timely reports to hospital administration and management Other challenges include providing well-trained, service-oriented staff to the nursing units on an as-needed or emergency basis, proactively reviewing upcoming unit schedules for the safest, most efficient, and most financially responsible staffing levels possible.
The incumbent is challenged to meet constant deadlines and has the authority to make independent judgments for the departments utilizing Smart Square for staffing levels each shift including granting staffing reductions for low census. Upon request this position may be required to compose, correspond, and/or organize statistical data; prepare for presentation as needed; organize written materials; and maintain an efficient filing and data system and provides assistance on various projects.
This position does not provide patient care.
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