TransportationNursing Scheduler

Clinical Scheduler/Central Supply/Transportation Scheduler

Schedule: 9am-5:30pm

Requirements : Must be CNA Certified in the state of NC and can be found on the NC Nurse Aide Registry; Scheduling in Healthcare exp. preferred

Master Schedule

• Runs in 8-week increments
• Next schedule should be reviewed and updated 15 days prior to beginning of new schedule so that any uncovered shifts (due to open positions PTO requests etc.) can be blast out to PRN staff to cover
  • Next 3 schedules are built to current tracks and open positions
    • 12/28/25 02/21/26 (should be ready to post open shifts on 12/13/25)
    • 2/22/26 04/18/26 (should be ready to post open shifts on 02/09/26)
    • 04/19/26 06/13/26 (should be ready to post open shifts on 04/06/26)

• PRN staff should be the only staff aware of open shifts in the upcoming schedule for the first 5 days-this allows them priority; after that open shifts are available to all staff (FT PT PRN)
• Agency shifts should not be posted more than 5 days in advance
  • Do not post all open shifts for the month in advance in agency portals
  • This can avoid repetitive cancellations and frustration from quality agency help

• Responsible for updating all staffing numbers with identifiers in the TG Scheduler phone. This will allow other leadership to manage call outs in scheduler absence.
• Responsible for documenting approved PTO holidays worked holidays off PRN pickups shift swaps and call outs in the Master Schedule and on the daily assignment sheets (if the RN Sup did not)

Daily Assignment Sheets

• Must reflect staffing in real time to ensure compliance with regulatory standards
• Call outs should be reflected by a clean strike through and the addition of the replacement staff. Ensure legible but do not create a new sheet or use white out.
• Staff on PTO in orientation or training should be reflected on the sheet
• Sitters or private care givers are not to be on the sheet
• Daily Assignment Sheets are to be attached to the Staffing Census Sheets reviewed for accuracy corrections made in real time and submitted to the DON for filing (unless otherwise directed)
• Ensure call outs that you are aware of are reported so they can be tracked

Census Staffing Sheets

• Must be prepared daily for the next day and provided to the RN Sup or Lead nurse to hang after midnight
• Sitters are not to be documented on the sheet
• This is for HC cert beds
  • Only 1 LPN should be counted
  • Only 1 aide should be counted
  • Only 1 RN should be counted

• Changes must be reflected in real time
• Corrections are to be made on the sheet by striking out the incorrect information (hours worked number of staff etc.)

Scheduler Binder

• Should be available to clinical leadership in scheduler absence
  • All daily assignment sheets current and up to date
  • All census staffing sheets present
  • Blank copies of both available in binder
  • Updated list of staff contact info in binder
  • Copy of master schedule
  • List of on-call schedule (if/when there is one)

Scheduler phone

• See previous bullet for details but contact info should be current and up to date
• Should be charged and available in your absence

New Hires

• After general orientation meet with each clinical new hire
  • Provide them an orientation packet (built by education & provided to you for distribution)
  • Collect days they can orient on the floor put on a calendar and provide them a copy
    • Calendar should have their name position and contact information
    • Calendar should list any other known education dates (CORE Communicating for Success Role of the Nurse Clinical Orientation etc.)
  • Collaborate with new hires to ensure
    • they have a minimum of 2 floor orientation day
    • they connect with the ADON or DON to ensure they are comfortable and/or need additional floor orientation dates
    • they have a completed and signed orientation checklist
    • they have signed all other required forms
    • they have provided available shifts (if PRN) or understand their track (if FT/PT)

Scheduler office

• This is a shared space versus a private office
  • Respect co-workers space
  • Understand there may be times you are asked to step out due to the sensitivity of conversations there may be times you hear or are aware of sensitive conversations and we must all remain professional and uphold confidentiality
• The MDS back up system is located there and must always remain on
• Limit door closed time versus Open door policy for increased visibility

Central Supply

• Ordering supplies
  • Make every effort to order on a routine basis versus an as needed basis (weekly or bi-weekly)
    • As-needed/emergent orders must be approved by the DON or designee prior to submitting and should be limited

• Consider creating and utilizing a Par level sheet to make ordering easier

• • Round Monday Wednesday Friday mornings to determine floor needs
  • Deliver floor stock on Monday Wednesday and Friday afternoons
  • Place a supply order every Tuesday or Wednesday for a delivery same week (try to extend to every other week on Tuesday or Wednesday if less than $500 is being ordered)
    • May need to adjust order day due to delivery delays
    • Only go to store for emergency supplies after approval from DON or Admin in DON absence
• Stocking Central Supply
  • Responsible for ensuring delivered stock is removed from dock as quickly as possible to prevent weather damage misplacement or theft
    • Request assistance from maintenance or clinical leadership if needed
    • Only Thrivemore staff or volunteers may assist due to liability concerns
  • Responsible for putting away stock using the FIFO (first in-first out) method
  • Nothing can be stored on the floor or under shelving racks
    • You are responsible for requesting shelving/storage bin needs to the DON or Administrator in writing
  • Make every effort to remove stock from cardboard boxes
    • Easier to see and keeps bugs rodents and insects away
  • All cardboard and trash must be discarded in the appropriate receptacles
  • Floors and common spaces must be free of clutter debris
  • Stock must be no higher than 18 inches from the ceiling
  • Doors should be closed and secure at all times
  • Key to Central Supply should be provided only to Clinical Leadership
    • Not to floor staff
    • Not to other departments (they have their own key)
  • Submit all supply log sheets to HC Administrator

Transportation Scheduler Responsibilities

• Maintain and update transportation schedule daily
• Ensure all requests for transport are documented and triaged appropriately
• Document any changes to requests in real time
• Ensure all parties are updated to changes
  • Leadership floor staff residents POAs etc. as appropriate
  • Master Transportation schedule is updated as needed
  • Request clarification and/or assistance as appropriate

Meetings

• Daily Staffing meeting with the DON to review staffing needs attendance issues open positions and other scheduling concerns
• Daily Clinical to discuss the current days transports and review the next days needs a time to report any supply chain concerns (late deliveries unavailable items etc.)
• May need to submit a monthly report of staffing utilization to the DON for QAPI-discuss expectations with DON

This summary is NOT all inclusive and subject to clarification and updates as facility and department needs arise. It is your responsibility to seek clarification from your direct supervisor for any area that is unclear or may need adjustment.