Transportation​/Nursing Scheduler

Clinical Scheduler/Central Supply/Transportation Scheduler Summary of

Job Duties

Schedule:

9am-5:30pmRequirements :
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)

• 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

• 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.)

• 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)

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

• 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)

• This is a shared space versus a private office
  • Respect co-worker’s 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…