Coming soon! Pre-booking by email for shifts up to 16 weeks in advance means more time and less stress for staff

Sep 26, 2019 | News

Get ready for shift offers from 8 days to 16 weeks coming to your inbox on Oct. 7! Get ready for shift offers from 8 days to 16 weeks coming to your inbox on Oct. 7!

We can all agree that nobody appreciates a cold call, especially when the person on the other end is asking you to make a decision about your schedule and your day timer is nowhere in sight! But the person on the other end of this phone call is a dedicated Staffing Clerk whose responsibility is to ensure the right number of skilled staff on each shift of each day to support safe staffing levels at our hospitals, care homes and clinics.

Inconveniently timed phone calls (if you pick-up, that is) are just that, inconvenient, and may result in you passing up a shift you could otherwise take, or vice versa. Still, this has been the practice for pre-booking shifts more than seven days out. So to help you make more informed decisions about something as important as your schedule, Staffing will be pre-booking shifts more than seven days out by email with a 2-day priority window to bid on shifts.

While some may prefer the phone call (it’s becoming a lost art in the era of text messaging), we heard from PHC leaders and staff that receiving offers by email (work and personal) was ultimately the better choice for many reasons, including:

  • More time for staff to consider shifts means more time to plan out your schedule (and your life), reduces stress and enhances your Staffing experience.
  • Increases the chance of you receiving all available shifts than an easily missed phone call.
  • Increases efficiency of pre-booking for Staffing using email instead of manual phone calls.
  • Aligning practice with the health authorities contributes to causal and part-time staff availability.
  • Extending pre-booking up to 16 weeks supports operations by filling long-term vacancies timely and efficiently.

On October 7, the pre-booking process will change and you will no longer receive phone calls from Staffing with shift offers that are between eight days up to 16 weeks out. Instead, you will receive all available shifts for pre-booking in an email sent at the same time each week. This gives you all the information you need to carefully plan your upcoming schedule. What’s more, you will have 48-hours from the time the email is sent (same time each week) to bid on shifts (i.e., the priority window).

How it works:

  • Every week on Monday by 2 p.m., Staffing will email pre-booking options to all casual and part-time staff.
  • Staff then have until 2 p.m. on Wednesday of that week to reply to the email and submit their bids to Staffing.
  • Every week before 2 p.m. on Friday, Staffing will email all awarded shifts to those casual and part-time employees and their managers.

What about Auto Shift Callout (ASC)?

Staff will continue to receive notifications for available shifts between zero hours to seven days through ASC.

What do I need to do to prepare?

Staffing affects all of us at Providence, and most importantly, the people we serve.

If you have any questions, concerns or feedback, please let us know. Talk to your manager/leader who will have received communications on this today (September 26, 2019), or email us directly at:


People Forward


What about pre booking OT?

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