Deploying Rapid Response Caregivers

AdminScheduler

When an urgent staffing need arises, the Rapid Response pool allows you to select pre-vetted caregivers and assign them to an event in a fraction of the time required by the standard staffing workflow. This guide covers the full deployment process: selecting caregivers from the pool, assigning them to events, booking expedited travel, and completing fast-track onboarding.

Deployment Workflow Overview

Identify Need --> Select from Pool --> Assign to Event --> Book Travel --> Fast-Track Onboarding --> Deploy

Each step is streamlined because pool members have already completed credentialing, compliance, and background checks. The primary tasks during deployment are confirming availability, booking logistics, and orienting the caregiver to the specific event.

Step 1: Selecting Caregivers from the Pool

Accessing the Deployment Screen

1. Navigate to Rapid Response > Deploy.
2. The deployment screen displays all Approved pool members with Available status.

Filtering and Searching

Use the filters at the top of the pool list to narrow results:

Filter	Description
Specialty	Show only caregivers with a specific clinical specialty (e.g., ICU, ED, Med-Surg).
Availability Date Range	Show caregivers available during the event's date range.
Location / Region	Filter by the caregiver's home region for proximity-based selection.
Experience Level	Filter by years of experience or previous Rapid Response deployment count.
Language	Filter by language capabilities if the event requires specific language skills.
Last Deployed	Sort or filter by the date of the caregiver's most recent deployment to distribute workload.

Selection Best Practices

tip

When selecting caregivers for deployment, consider the following factors beyond basic specialty match:

• Proximity to event location -- Closer caregivers reduce travel costs and transit time.
• Previous event experience -- Caregivers who have worked similar events before require less orientation.
• Deployment frequency -- Avoid over-deploying the same individuals to prevent burnout.
• Team composition -- Balance experience levels within the deployed group.

Selecting Caregivers

1. Check the box next to each caregiver you want to deploy.
2. The selection summary at the bottom of the screen shows the count by specialty.
3. Review against the event's staffing requirements to ensure all needs are covered.
4. Click Proceed to Assignment.

Step 2: Assigning to an Event

Choosing the Target Event

1. On the assignment screen, select the target event from the dropdown or search by event name.
2. The system displays the event's current staffing status, including open positions by specialty.
3. For each selected caregiver, map them to a Facility, Unit, and Specialty within the event.

Assignment Details

For each caregiver assignment, provide or confirm the following:

Field	Description	Required
Facility	The specific facility within the event.	Yes
Unit	The unit within the facility.	Yes
Specialty	The clinical specialty for this assignment.	Yes
Shift Type	Day, Night, or Rotating shift assignment.	Yes
Start Date	The caregiver's deployment start date.	Yes
End Date	The caregiver's expected deployment end date.	Yes
Notes	Special instructions or considerations for this deployment.	No

Bulk Assignment

If multiple caregivers are being deployed to the same facility, unit, and shift:

1. Select all applicable caregivers.
2. Click Bulk Assign.
3. Fill in the shared assignment fields once.
4. Review and confirm.

note

Assigning a Rapid Response caregiver to an event automatically creates their candidate record in the event if one does not already exist. Their vetting documentation is linked to the event's compliance tracking.

Step 3: Expedited Travel Booking

Rapid Response deployments use an expedited travel workflow that prioritizes speed over cost optimization.

Travel Booking Process

1. After assignment, the system opens the Travel panel for each deployed caregiver.
2. The caregiver's travel preferences (preferred airport, airline, seating) are pre-populated from their pool profile.
3. Enter or confirm:
   • Departure date and time
   • Return date and time
   • Hotel check-in and check-out dates
   • Ground transportation needs
4. Click Book Travel to submit the request to the travel coordination team.

Travel Priority Levels

Priority	Response Time	Use Case
Critical	Within 2 hours	Event starts within 24-48 hours. Caregiver must be on site immediately.
Urgent	Within 6 hours	Event starts within 3-5 days. Fast turnaround needed.
Standard	Within 24 hours	Event starts in more than 5 days. Normal Rapid Response timeline.

tip

For Critical priority deployments, contact the travel coordination team directly in addition to submitting the system request. The system notification ensures the request is logged, but a direct call accelerates action.

Travel Status Tracking

Once travel is booked, the status is visible on both the deployment dashboard and the event's travel tab:

Status	Description
Requested	Travel request has been submitted and is awaiting booking.
Booked	Flights, hotel, and ground transport are confirmed.
Ticketed	Airline tickets have been issued.
In Transit	The caregiver is en route to the event location.
Arrived	The caregiver has arrived at the destination.
Return Booked	Return travel has been confirmed.

Step 4: Fast-Track Onboarding

Rapid Response caregivers follow a condensed onboarding process because they have already completed the standard vetting and compliance requirements.

Fast-Track Onboarding Checklist

Task	Description	Owner
Event Briefing	Provide the caregiver with event-specific information: facility contacts, shift schedules, parking, dress code.	Scheduler
Facility Orientation Packet	Send or provide the facility's orientation materials digitally.	Admin
Badge / Access Credentials	Arrange facility badge or access credentials in advance of arrival.	On-Site Coordinator
Reporting Instructions	Confirm where, when, and to whom the caregiver should report on their first day.	Scheduler
Emergency Contact	Ensure the caregiver has the on-site coordinator's direct contact information.	Scheduler

Onboarding Completion

1. As each checklist item is completed, mark it in the deployment record.
2. The deployment status advances from Assigned to Onboarding Complete when all items are checked.
3. On the caregiver's start date, the status automatically transitions to Active.

Deployment Confirmation Notification

When a deployment is finalized, the system sends notifications to:

Recipient	Notification Content
Caregiver	Assignment details, travel itinerary, onboarding checklist, and event briefing materials.
Event Coordinator	Incoming caregiver details, specialty, shift assignment, and arrival date.
Travel Team	Travel booking request with priority level and caregiver travel preferences.
Pool Administrator	Deployment summary and pool availability update.

Cancelling a Deployment

If a deployment needs to be cancelled before the caregiver arrives on site:

1. Navigate to Rapid Response > Deployments.
2. Select the deployment to cancel.
3. Click Cancel Deployment.
4. Select a cancellation reason:
   • Event cancelled or scaled down
   • Caregiver unavailable (personal emergency)
   • Replacement found through standard staffing
   • Other (provide note)
5. Confirm the cancellation.

The caregiver's pool availability automatically reverts to Available, and any booked travel is flagged for cancellation by the travel team.

warning

Cancelling a deployment does not automatically cancel travel bookings. The travel coordination team receives a cancellation alert and must process flight and hotel cancellations separately. Check the travel status to confirm all bookings are cancelled.

Next Steps

• Tracking -- Monitor active deployments in real time.
• Reporting -- Review deployment metrics and response time analytics.