Policy 800.1

Title: Work Hours And Scheduling  
Section Work Hours and Scheduling
Policy #: 800.1
Modified 01/23/2017 12:44 AM
Procedure:


A. Work Hours

As an ambulance service, PRO’s work hours could be any time 24 hours per day, seven (7) days per week.

The minimum regular work week for all full-time employees is forty (40) hours. Often, full time employees are regularly scheduled for more than forty (40) hours per week. The supervisory staff will arrange your working hours and schedule. PRO will attempt to provide you with reasonable notice when the need for overtime work arises. Please remember, however, that advance notice may not always be possible.

If you are a part-time/per diem employee, the supervisory staff will arrange your working hours and schedule.

Leaving a shift when not authorized or refusing a call may result in termination.

DAILY AND WEEKLY WORK SCHEDULES MAY BE CHANGED FROM TIME TO TIME AT THE DISCRETION OF PRO TO MEET THE VARYING CONDITIONS OF THE COMPANY. THIS INCLUDES, BUT IS NOT LIMITED TO, REPORTING FOR WORK EARLY OR BEING REQUIRED TO STAY LATER THAN THE END OF YOUR SCHEDULED SHIFT.

DISPATCHERS AND CREWS COMING OFF SHIFT MUST NOT PUNCH OUT AND LEAVE UNLESS THERE IS ADEQUATE COVERAGE AVAILABLE IN THE SERVICE AREA.

IF THE ONLY PRO ALS UNIT(S) IS ON A CALL, THE CREW THAT IS COMING OFF SHIFT MUST REMAIN UNTIL A PRO ALS UNIT IS AVAILABLE TO COVER THE CITY. BLS CREWS WHO ARE COMING OFF SHIFT MAY ALSO BE REQUIRED TO REMAIN ON DUTY UNTIL THERE IS ADEQUATE PRO COVERAGE AVAILABLE.

As an ambulance service, PRO must maintain adequate staffing levels. Changes in work schedules will sometimes be necessary but they will be announced as far in advance as practicable. PRO will always strive to provide flexible scheduling to all employees within the requirements of staffing parameters.

B. Emergency Overtime (EOT) Procedure

PRO must always maintain particular staffing levels at given times. Open shifts and sickouts can occasionally result in personnel being required to stay for one (1) additional shift (up to 12 hours) to maintain adequate staffing. EOT does not apply to reporting early, late calls, or extended shifts due to call volume.

All personnel should be willing to work together and make accommodations whenever possible to make a difficult situation as easy as possible. Everyone must understand that an EMS agency must always have adequate staff coverage. In an attempt to deal with these scenarios in as fair and equitable way as possible, this policy will be used as a guide to assign personnel to fill these shifts.

The last appropriate member to punch in is the “designated member”. (i.e.-“First in – first out”) If an appropriate member other than the “designated member” is willing to serve as the designated member voluntarily, it is always appreciated. If there is a question as to the “designated member” and one must be assigned it will be determined by a supervisor.

Appropriate is defined as the member who meets the following criteria whenever possible in the following order of consideration (Again, someone that is not within the following criteria can volunteer):

The member who is best qualified to fill the open shift – ex. Paramedic to fill an ALS shift, approved dispatcher, driver when required, etc.

  • Not currently on a 24 hour shift.
  • Will not cause an involuntary 24 hour shift to be created when assigning another member would result in a 16 hour shift.
  • Will not interfere with staffing levels for the next two shifts – ex. staying overnight when assigned to day shift next day.

Emergency Overtime is defined as being paid at two and a half times (2.5) regular hourly rate.

The Supervisor/Dispatcher will follow the following steps in filling an open shift.

  • Page/call all appropriate part time members.
  • If no response, offer open shift to all appropriate members currently on-duty.
  • If no response, page/call any and all appropriate members.
  • If no response, contact supervisor for approval of emergency overtime and determination of “designated member”.
  • Offer shift to “designated member” for emergency overtime.
  • If refused, offer shift to appropriate member(s) currently on-duty for emergency overtime.
  • If refused, page/call any and all appropriate members and offer shift for emergency overtime.
  • If no response, “designated member” will be required to stay for shift on emergency overtime.

C. Weekend Group Assignments

In an effort to find an equitable solution to the problem of weekend coverage, we have developed a system where all personnel will be assigned to work weekends on a rotating basis. This system applies to Supervisors, ALS, BLS, and dispatch shifts

Please keep in mind that this system in no way changes the fact that any employee can be assigned to work any shift or scheduled at any time as staffing needs require.

Eight groups of people consisting of ALS and BLS members have been assigned to potentially work open weekend shifts (ALS, BLS, or dispatch) once every eight weeks. Each supervisor will be assigned once every four weeks. Weekend shifts are any and all shifts (ALS, BLS, or dispatch) starting Friday evening at 1400 through Monday morning at 0800. A current listing of the group assignments and dates will be emailed to all personnel on a regular basis.

Generally, the system will work as follows:

  • All people in the group could be required to work any and all shifts on the weekend that they are assigned to.
  • The members of the group will be informed of their schedules for their assigned weekend no later than 1800 on the Wednesday before their assigned weekend. If all weekend shifts are filled by 1800 Wednesday, members of the group will not have to be assigned. This is not an “on call” system and it is not Emergency Overtime. Sickouts will be filled by using the Emergency Overtime process.
  • Shifts will be assigned to each member of the group as is necessary; however, PRO hopes that the members of each group will work together in a continuing effort to address individual issues as they arise.
  • You will be responsible for swapping weekends with another person who is not in your group if you have a conflict that would prevent you from working any shift on your assigned weekend. Conflicts include vacations and all other time off. Given the amount of advanced notice of which weekends that you are responsible for, swapping weekends when necessary should be a relatively easy task.
  • All set schedules will remain the same and all personnel are still strongly encouraged to pick up weekend shifts, as this will reduce the number of shifts everyone will be required to work on their assigned weekend.

D. Swaps and Coverage

PRO strives to maintain flexibility in allowing personnel to swap shifts and obtain coverage for their own shifts with the following stipulations:

  • Swaps and coverage must be completed with another staff member who is qualified to fill the shift(s) (i.e. – dispatcher, driver, ALS, P/B cleared, appropriate experience and/or rating). If there is any question, please consult a supervisor as to qualifications of the staff member you are swapping with.
  • SWAPS AND COVERAGE OF STRAIGHT TIME FOR OVERTIME ARE NOT PERMITTED.
  • Management must be notified of all swaps as soon as possible. Management reserves the right to void any swap based on scheduling and staffing issues.

E. Recording Work Hours

It is the policy of PRO to comply with applicable laws that require records to be maintained of the hours worked by our employees. To ensure that accurate records are kept of the hours you actually work (including overtime hours where applicable) and of the accrued leave time you have taken, and to ensure that you are paid in a timely manner, you will be required to record your time worked and any paid time off that you request.

Please ensure that your actual hours worked, EOT, details, and paid time off are recorded accurately. If there is a problem or if you neglect to punch in or out at any point you must immediately email the Director of Administration with any changes to your timesheet.

FALSIFYING A TIME RECORD OR COMPLETING TIME RECORDS FOR ANOTHER EMPLOYEE IS A BREACH OF COMPANY POLICY AND IS GROUNDS FOR DISCIPLINARY ACTION, UP TO AND INCLUDING DISCHARGE.