Anesthesia Scheduler

Community Health Systems is one of the nation’s leading healthcare providers. Developing and operating healthcare delivery systems in 40 distinct markets across 15 states, CHS is committed to helping people get well and live healthier. CHS operates 71 acute-care hospitals and more than 1,000 other sites of care, including physician practices, urgent care centers, freestanding emergency departments, occupational medicine clinics, imaging centers, cancer centers and ambulatory surgery centers.

Summary:

The Anesthesia Scheduler is responsible for the completion of anesthesia provider’s schedules and arranging coverage for all open shifts in the practice. This involves ensuring shifts are filled and all anesthetizing locations are adequately staffed according to the staffing needs of the hospitals and patient volumes, create master monthly schedules following the approved staffing budget and revise as needed. Ensure all schedules are complete and posted at least one month in advance, and work closely with anesthesia leadership and team members to ensure all vacant shifts are filled according to budgets and patient volume. This position ensures facilities are staffed 24/7 by CRNAs and/or Anesthesiologists. The Anesthesia Scheduler will also be responsible for maintaining time & attendance within the scheduling system and validating each providers is correct for payroll purposes. The ability to establish strong working relationships with the CRNAs and physicians is essential.

Reports To
VP Anesthesia Operations (will change to the Director of Practice Operations or the title we give to the anesthesia practice manger once one is established)

Responsibilities and Duties:

• Build monthly schedules for hospital’s anesthesia needs by utilizing staffing budgets to create shifts based on the allowed staffing hours. Will require a knowledge and understanding of how the staffing budget is created and used.
• Collect and maintain individual personal preferences for scheduled shifts and time off
• Will gather approved PTO requests from Supervisor CRNAs in advance. Schedule CRNAs, including all vacation, late shifts, weekend, overnight, and daily schedule requests using scheduling/time management software.
• Will contact part time and PRN staff for their availability at least a month in advance. And schedule part time and PRN staff according to staffing needs and availability.
• Revise and update schedules as required or needed according to volume trends to ensure each location maintains the desired efficiencies
• Must have a knowledge of the staffing policies and procedures as well as a knowledge of the number of hours required for PRN, part time, locums and full time positions.
• Will run reports and utilize them to ensure each employee is scheduled and works the hours according to the classification in which they were hired.
• Reports staffing concerns immediately (over or under staffed)
• Create and maintain open shift report and shares with the anesthesia providers on frequent intervals
• Help staff with shift swaps, which will take creative thinking
• Ensure vacant shifts are filled by making calls/texts and enlisting the help of the operations management team. This includes open shifts due to staff absenteeism.
• Follow up with appropriate individuals regarding concerns or problems with open shifts or adequate staff available.
• Communicate effectively with all CRNAs, physicians and administrative staff. Communicate continuously with anesthesia leadership regarding issues and concerns.
• Demonstrate courteous and cooperative behavior with managers and staff.
• Demonstrates a thorough knowledge and understanding of work assignments in a manner to meet timelines and objectives.
• Help design and maintain a true PRN pool.
• Help design and maintain scheduling and vacation guidelines
• Create and execute practical, scalable, and operational tasks. Work closely with anesthesia leadership to monitor and evolve practices for continuous process improvement.
• Provides orientation and mentorship to new anesthesia schedulers
• Work independently to create and to analyze CRNA schedules on a regular basis to ensure appropriate coverage during all shifts. Revise and update schedules as required or needed according to volume trends to ensure each clinic maintains the desired efficiencies. This includes filling all open shifts and emergency openings as they arise.
• Participate in the analysis, evaluation, and implementation of existing and proposed schedules with anesthesia leadership
• Prepare supporting documentation and other reports to assist in scheduling and/or forecasting as needed
• Monitor and evaluate schedule changes to maintain effective coverage. Recommend improvements in scheduling methods.
• Work with anesthesia leadership to be aware of new staff currently in orientation; ensure new staff are scheduled once they have been released from orientation.
• Track and manage various reports for evaluation of staffing efficiencies
• Confirm final schedules in a timely and accurate manner.
• Maintain constant interaction with the Supervisor CRNAs, CRNA team members, appropriate hospital and office staff to ensure a cohesive working relationship in providing patient care services.
• Handle administrative duties such as answering emails, time & attendance management, payroll review and validation and preparing reports as assigned.
• Exhibit a high degree of responsibility for confidential matters
• Maintain fair and equitable practices for all positions
• Attend meetings as required
• Compliance with CHS policies
• Other duties as assigned

Qualifications:
What are the requirements to apply and be considered?

• Minimum of Associate degree or equivalent experience preferred. Bachelor’s Degree preferred.
• Minimum of 1 year anesthesia scheduling experience. Experience in an ASC, hospital-based, anesthesia setting is preferred
• Proficient in Microsoft Office applications and Google Suite
• Possess strong communication and interpersonal skills to clearly and effectively communicate both written and verbally with physicians, staff, patients and all levels of management
• Must possess a strong knowledge and understanding of health care planning and/or process management and operations experience.
• Ability to multi-task and work effectively while completing tasks within expected deadlines with a strong attention to detail and excellent organizational skills.
• Ability to think analytically to make decisions and have the capability to work independently under minimal supervision, resolve problems, set priorities and maintain detailed organization in a fast paced, high-volume environment.
• Excellent problem-solving skills, attention to detail, and high level of accuracy.
• Ability to handle high volume and stressful situations in a calm and professional manner.

Core Competencies

• Maintains honesty, integrity and authenticity in all work, and gains the confidence and trust in others by doing so
• Punctual, deadline driven, and follows instructions, policies and procedures
• Uses available time and resources to the best of their ability
• Acknowledges and corrects mistakes, and doesn’t make excuses for errors or problems
• Adapts to match the shifting demands of the organization when confronted by different situations
• Responds positively to change and embraces new practices or methods when trying to accomplish goals and solve problems
• Conti