Page 108 - 100 - HR Management Manual

HR210 – Scheduling System

Result Statement: To assure all LVH staff members know EXACTLY WHEN they will expect to work well
in advance. This gives everyone a chance to schedule activities in their personal lives around their work
schedule.

To assure we have transparency in everyone knowing when everyone else will be working.

Position with overall accountability: Director of Administration

Participating Positions: All Direct Supervisors (Owner, ED, D of A, DMS, Dept. Heads)

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Overview: Our lay staff is completely and accurately scheduled to work by the 15 of next month for
the following month. The staff schedule is based on three things:

1. The projected revenue (conservative projections)
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2. The doctor schedule for the month (distributed by the 5 of each month)
3. The season of year (“busy” = more staff, “slow” = less staff)
The staff is scheduled in a way that accomplishes three things:

1. The ONLY client or patient that waits is urgent care visits (except when we have an
emergency)…..even during busy days! We have enough trained staff daily to make this happen.
2. We stay UNDER the benchmark percentages (see Ideal Staff Schedule spreadsheet) for payroll in
all areas.
3. We have staff that is happy because they know we will have ENOUGH staff every day and they
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KNOW IN ADVANCE (by the 15 ) what schedule they will be working next month.

Overall System Diagram:

5. DMS or OWNER:
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i. Doctor vacation/CE requests of doctors area accepted up until the 5 for the
next following month > Vacation/CE requests are approved or denied and given
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back to the doctors on or before the 8 for the next following month > Doctor
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schedule is completed by the 8 for the next following month > Doctor schedule
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is submitted to all doctors, execs, and department heads by the 8 (both hard
copy and by e-mail).
6. DEPT. HEADS:
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i. Staff vacation requests and availability are accepted up until the 5 for the next
following month) > Vacation requests are approved or denied and given back to
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