Scheduling

The Basics  The staff schedule is made up one month in advance.  Staff should make all requests in regards to their scheduling 2 weeks prior to the posting of the schedule.  Managers should try to accommodate staff requests whenever possible.  If a staff member would like to change their shift once the schedule is posted, it is their responsibility to find coverage for their shift.

Emergencies and Illness  In case of an emergency, it is helpful for the staff to help arrange coverage for their shift, however, it is the managers responsibility to arrange coverage or work the shift.  Staff should be encouraged to find a back up staff if they feel they may not be well enough to work their next shift and notify the manager ASAP, in order to make a back up plan.

How to Schedule  When creating a schedule, one staff should be assigned to each MD and one to reception. There are exceptions to this rule, such as Dr Hrnchiar, who requires no triage or room preparation. Also, reception is to be scheduled as needed.  If a day is slow, or a physician is unable to come in for their shift, send home the reception staff or the MA staff for that MD. Without the MD working, there is no income to support your staffing %.

How to Schedule  In some cases, a staff is strong enough to work with an MD and reception, in this situation, don’t schedule a staff to work at reception, instead, schedule one staff and be available to lend a helping hand at peak times.  If a staff is called in to work a shift or is sent home from a shift early, we must pay them for a minimum of 3 hrs. Therefore, keep the staff to catch up on admin duties until the 3 hr mark.  When creating your schedule staff she never exceed 44 hrs in a one week period. Scheduling staff for 40 hours max will allow for any extra hours they may work, without exceeding the 44 hour limit.

Programs  At the beginning of every week or the end of the prior week, examine your program schedule to ensure: That programs are full without large gaps between pts. If so, actively try to fill the gaps or condense the program, by rescheduling pts into the gaps form the beginning or end of the shift. That programs are full without large gaps between pts. If so, actively try to fill the gaps or condense the program, by rescheduling pts into the gaps form the beginning or end of the shift. If the program is consistently slow, actively work with your staff to fill the program or shrink the program until your team can build it back up. If the program is consistently slow, actively work with your staff to fill the program or shrink the program until your team can build it back up. That specialists are fully booked or reschedule a future appointment to that week. That specialists are fully booked or reschedule a future appointment to that week.

Programs (continued)  If a staff has appointments only for the first half of their shift, have them complete their program closing and go home early.

Spreadsheet  To complete the schedule spreadsheet, begin at the top and work down. Fill in your location, this will be saved so it will not have to be imputed every week. Fill in your location, this will be saved so it will not have to be imputed every week. Enter the date of the week reflected in the schedule. Enter the date of the week reflected in the schedule. Enter each staff members name. Enter each staff members name.

Enter the hours the shift will begin and end using military time (24 hr) Enter the hours the shift will begin and end using military time (24 hr)  Ie Start time will be 8:00 and end time will be 16:00. This will automatically enter the start time as 8:00 am and end time as 4:00pm.  This will not need to be altered once imputed. To enter it in each row just copy the formula – highlight cells, ctrl C and then paste ctrl V The hours are then totaled by using the following formula in the next column: The hours are then totaled by using the following formula in the next column:  =SUM(((B10-INT(B10))*24)-((B9-INT(B9))*24)) The Total Hours for each employee for the week are calculated in the end column under “TH” using the following formula. The Total Hours for each employee for the week are calculated in the end column under “TH” using the following formula.  =SUM(C7+E7+G7+I7+K7+M7+O7)

 The bottom row will calculate your total hours for each day and the week. Using the sum function key Σ.  The last row, will allow you to calculate your bi-weekly hours that will then be imputed into your payroll document.

*** REMEMBER***  These formulas are already entered into your spreadsheet, they will not need to be altered unless specified or imputed unless deleted.

Please see example of schedule sheet Please see example of schedule sheet Please refer to example of hour log sheet Please refer to example of hour log sheet

Have a great Day !!!