Overview:
The Nurse Scheduler is responsible for coordinating and maintaining nursing schedules to ensure continuous, safe, and efficient healthcare coverage within the correctional healthcare environment. The Scheduler ensures that all nursing shifts are staffed with the appropriate contracted nursing discipline (Registered Nurse or Licensed Practical Nurse) while maintaining adequate staffing levels to support quality patient care.
This position works closely with the Health Services Administrator, Director of Nursing, Human Resources, Recruiting, Regional Leadership, and PRN nursing staff to proactively address staffing needs, minimize overtime and agency utilization, and ensure uninterrupted nursing operations.
Responsibilities:
Nursing Staff Scheduling
-
Develop, publish, and maintain nursing schedules for Registered Nurses (RNs) and Licensed Practical Nurses (LPNs).
- Ensure each scheduled shift is staffed with the appropriate contracted nursing discipline based on operational and contractual requirements.
- Coordinate schedule adjustments for PTO, call-offs, FMLA, military leave, orientation, training, vacancies, and emergency staffing needs.
- Maintain adequate daily nursing coverage while anticipating future staffing shortages.
- Coordinate replacement staffing utilizing available staff, PRN nurses, approved overtime, and agency personnel when necessary.
- Collaborate with nursing leadership to address staffing challenges and implement contingency staffing plans.
PRN Workforce Coordination
-
Utilize the organization's PRN nursing pool to supplement staffing needs while minimizing agency utilization and overtime.
- Develop and maintain positive working relationships with PRN nurses to maximize availability, engagement, and retention.
- Coordinate PRN scheduling in accordance with organizational policies, credentialing requirements, orientation standards, and facility procedures.
- Maintain ongoing communication with PRN staff regarding scheduling opportunities and staffing needs.
- Maintain an updated PRN availability roster and verify required credentials remain current prior to scheduling assignments.
Labor Management
-
Monitor overtime utilization and recommend scheduling strategies to reduce unnecessary labor expenses.
- Monitor agency utilization and utilize internal staffing resources whenever possible.
- Balance staffing resources to support efficient operations while maintaining patient care needs.
Communication & Coordination
-
Serve as the primary scheduling resource for nursing staff.
- Communicate schedule changes promptly and professionally.
- Maintain effective communication with:
- Health Services Administrator
- Director of Nursing
- Regional Leadership
- Human Resources
- Recruiting
- Staffing Agencies
- PRN Nursing Staff
- Participate in staffing meetings as requested.
Compliance
-
Verify all scheduled nursing personnel maintain current:
- Professional licensure
- CPR certification
- Required annual education
- Security clearances
- Ensure staffing assignments comply with organizational policies, client requirements, applicable licensing regulations, NCCHC standards, ACA standards, and federal and state regulations.
- Maintain confidentiality in accordance with HIPAA and organizational policies.
Reporting
Prepare and maintain reports including:
-
Daily Nursing Staffing Report
- Vacancy Report
- Overtime Report
- Agency Utilization Report
- PRN Utilization Report
- Call-Off Report
- Staffing Trend Report
Provide leadership with recommendations to improve staffing efficiency and coverage.
Performance Expectations
The Nurse Scheduler is expected to:
-
Maintain accurate and timely nursing schedules.
- Ensure all nursing shifts are staffed with the appropriate contracted nursing discipline (RN or LPN).
- Proactively identify staffing shortages and communicate concerns to leadership.
- Effectively utilize PRN nursing staff to minimize overtime and agency use.
- Maintain strong working relationships with PRN nurses to improve retention and availability.
- Produce timely and accurate staffing reports.
- Support uninterrupted nursing operations through proactive scheduling and workforce planning.
- Demonstrate professionalism, accountability, responsiveness, and exceptional customer service in all interactions.
Qualifications:
Qualifications
Education
-
Associate degree required; Bachelor's degree in Nursing, Healthcare Administration, Business Administration, or related field preferred.
- Registered Nurse (RN) preferred.
Experience
-
Minimum of two (2) years of healthcare scheduling experience required.
- Correctional healthcare scheduling experience preferred.
- Experience utilizing electronic scheduling and payroll systems.
Knowledge, Skills & Abilities
-
Knowledge of nursing staffing practices.
- Understanding of correctional healthcare operations preferred.
- Strong organizational and time management skills.
- Excellent communication and interpersonal skills.
- Ability to prioritize multiple staffing needs in a fast-paced environment.
- Strong analytical and problem-solving abilities.
- Proficiency with Microsoft Office, particularly Excel.
- Experience with electronic scheduling systems (UKG, Kronos, ShiftWizard, SmartLinx, or similar).
- Ability to maintain confidentiality and exercise sound judgment.
Physical Requirements
-
Frequent sitting and computer work.
- Frequent telephone communication.
- Occasional walking throughout the correctional facility.
- Ability to respond to staffing emergencies outside normal business hours when necessary.
