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Services - Managing and Allocating Placement Positions

Placing & Receiving Agency Related Guide (PARG RARG)

Summary:
The Positions tab of the Service Profile allows receiving agencies to manage approved or funded positions, by discipline, for tracking placements against an approved number of FTE (full time equivalent). For example, a site may receive funding for 1.0 full time Medical Resident or co-op position, which can then be allocated to one full-time placement or two half-time placements.

Help Desk can enable a feature that allows a Site to manage Position numbers within a Service, by discipline. The feature offers an option for the Site to allow Placing Agencies to allocate (or "use up") approved positions before they send placement requests. If this option is not selected, then only a Receiving Coordinator for the Site can allocate positions. 10781362.png
Once the feature is enabled, the Service Profile offers a tab to view and/or manage Positions: 10781363.png

Managing Positions (Receiving Agencies only)

 

Receiving Agency users with the Staff Administrator role are permitted to add or change Positions.

  1. Click Add  to enter a new position and complete the necessary information; mandatory fields include Discipline (e.g. Medicine or Nursing), FTE, and a position number that must be unique within jurisdiction (HSPnet-xx) – duplicate Position numbers are not allowed.
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2. Choose one of the following mandatory statuses:

  • Pending Approval – when creating a proposed new position, before it is approved
  • Approved – when the position is approved and/or funded
  • Pending Review – when the position is being reviewed for reason such as a pay rate change
  • Review Complete – when a recent review is complete
  • Discontinued – when the position is no longer approved or funded.

3. Click Save to add the new position and return to the Positions tab. Your new position will now be added to the table:

4. Click Copy to create a new position with similar settings; make changes as needed and enter the new unique Position number before saving.

5. Click Edit to change any position as needed.

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Allocating Positions by PLACING Coordinators

If a Site has enabled the option to permit allocation of Position numbers by Placing Agencies, then Placing Coordinators can allocate any unallocated position in their Group or Individual Worksheet or in their Outbox.

  1. When creating or editing a placement in the Worksheet, you can select an available (unallocated) position from the dropdown plus an FTE for the current placement. In the following example:
  • There are three available positions in the dropdown, and the approved FTE for each position appears in brackets after the Position number.
  • The FTE for the current placement is only 0.5, so there is 0.50 FTE remaining to be allocated to another placement in the same time period.
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  1. Click Save  to complete the allocation. A warning will appear if the position is over allocated within the time period of the current placement.
  2. To allocate or change a Position or its FTE in the Outbox, click  to view the Placement Details screen and navigate to the Placement Information tab.

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Allocating Positions by RECEIVING Coordinators

Receiving Coordinators can allocate any unallocated position from the Inbox.

  1. Click  to view the Placement Details screen and navigate to the Placement Information tab.

Things to Remember

  • Fields marked with a red asterisk ({}{*}) are mandatory.
  • Changes to Positions are tracked in the History tab of the Service Profile.
  • The allocated Position and the FTE of the placement will be displayed in the Inbox and Outbox:

TIP: A "Sort by" filter allows you to sort the Inbox / Outbox screen by Position number.

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