Health Professionals & Support Services Award employment types, rostering, and breaks

The Health Professionals and Support Services Award plays a pivotal role in defining employment structures and work conditions within the health sector. This award applies to a wide range of employees, including those in direct care positions, administrative and clerical roles, and technical support, in both public and private healthcare settings across Australia. 

Employers must be aware of the nuances in employment types recognised under this award and the structured approach it mandates for rostering and scheduling work hours. The award’s specific provisions for breaks are also essential in maintaining the well-being and efficiency of healthcare professionals and accommodating the demanding nature of their work. This article can help you develop a clear understanding of the expectations and requirements specific to employment within the healthcare environment.

Health Professionals and Support Services Award employment types

It’s important to grasp the different Health Professionals and Support Services Award employment types. The award categorises workers based on the nature of their employment contracts and the consistency of their work hours. Below, you can discover how the award addresses various employment scenarios, ensuring a clear understanding of how it regulates different working arrangements.

The Health Professionals and Support Services Award identifies three primary types of employment:

• Full-time employees: These individuals typically work a standard number of hours (38 hours per week), which provides them with job stability and consistent working hours.

• Part-time employees: Unlike full-time employees, part-time workers are contracted for fewer hours, as detailed explicitly in their employment agreements. Despite working less than full-time, these employees receive entitlements proportional to their worked hours.

• Casual employees: These workers are employed on an as-needed basis with no guaranteed hours, reflecting the sporadic nature of their work. Casual employees earn a higher hourly rate to offset the absence of job security and other standard benefits typically afforded to full-time and part-time employees.

Additionally, the Health Professionals and Support Services Award accommodates other employment frameworks such as on-hire workers and trainees/apprentices:

• On-hire employees: These workers are employed by staffing agencies but perform their duties at the locations of the agency’s clients. Depending on their contract terms and worked hours, they may be classified as casual, part-time, or full-time.

• Trainees/apprentices: Engaged in structured training programs that integrate practical work experience with educational components, trainees and apprentices are usually regarded as either full-time or part-time employees, contingent upon the stipulations of their training agreements.

Ordinary hours under the Health Professionals and Support Services Award

Ordinary hours refer to the standard hours of work agreed upon, typically excluding overtime. Under the Health Professionals and Support Services Award, distinct guidelines are provided for the ordinary hours of work for various employment categories within the healthcare sector:

The Health Professional and Support Services Award also specifies additional conditions for full-time and part-time employees:

• Regularity and schedule: Ordinary hours for full-time and part-time employees must be worked regularly with set start and finish times, and shouldn’t extend beyond 6 days per week.
• Monthly workday limit: On average, these employees shouldn’t be required to work ordinary hours for more than 20 days within any 28-day period.
• Daily hours limit: The maximum ordinary hours shouldn’t exceed 10 per day or shift, unless by mutual agreement, in which case it may extend to 12 hours.
• Operational hours: The ordinary hours of work for day workers under this award are typically set between 6:00 AM and 6:00 PM, Monday to Friday. However, specific healthcare sectors such as private medical, dental, pathology, physiotherapy, chiropractic, and osteopathic practices extend these hours. For these practices, ordinary hours are from 7:30 AM to 9:00 PM on weekdays, and from 8:00 AM to 4:30 PM on Saturdays. 
  
  Additionally, private medical imaging practices that operate on a 5.5-day basis have their ordinary hours set from 7:00 AM to 9:00 PM Monday through Friday and from 8:00 AM to 1:00 PM on Saturdays. For practices serving patients seven days a week, the ordinary hours extend throughout the week from 7:00 AM to 9:00 PM.
  
  Shift workers in these settings may work outside these typical hours and are compensated accordingly.

Whether your employees are full-time, part-time, casual, or fall under other specified categories, knowing the standard hours applicable to each allows for more precise budgeting and better workload distribution. 

Tips for effective management of work hours

To optimise productivity and ensure compliance with the Health Professionals and Support Services Award, consider these tips:

• Monitor work hours: It’s essential to closely track employees' hours to ensure they don’t exceed the daily and weekly limits set by the award. There are tracking systems that can monitor hours and alert managers to potential overages, particularly considering the different ordinary hours across various sectors, such as private practices and medical imaging.
  
• Flexible scheduling: Implement flexible work hours while considering the unique operational demands of health services. Flexibility in scheduling can allow employees to vary their start and end times, accommodating personal commitments and enhancing work-life balance.
  
• Regular reviews: Conduct systematic reviews of work-hour records to identify any patterns that could lead to compliance issues under the award. It's essential to adjust schedules proactively to prevent violations, especially in environments with variable staffing needs such as hospitals and clinics that operate on a 24-hour basis.
  
• Communication: Foster an environment where healthcare professionals and support service workers feel comfortable discussing their schedules. It’s essential to keep staff regularly informed about any changes or decisions affecting their work hours. Effective communication ensures clarity and consensus, which is particularly vital in the healthcare setting where shift work and emergency coverage can change rapidly.

Health Professionals and Support Services Award rostering 

Rostering is the process of scheduling employees’ work shifts and hours. The Health Professionals and Support Services Award outlines specific rules for creating and managing employee rosters to ensure fairness and compliance:

Strategies for effective roster management

Effective Health Professionals and Support Services Award rostering is crucial to balance the demands of healthcare environments with the needs of employees. Here are several strategies to enhance roster management within this context:

• Advance planning: Develop rosters well in advance to provide employees with stability and predictability. This advance notice helps minimise disruptions to both employees' personal lives and healthcare operations, ensuring a smoother workflow and better patient care.

• Employee input: Actively engage with employees to gather their preferences on working times. Incorporating this feedback into the rostering process can boost job satisfaction and decrease turnover, creating a more harmonious workplace.

• Technology use: Implement advanced rostering software to aid in the efficient creation and modification of rosters. Such tools can help balance individual preferences, compliance with legal requirements, and operational needs of the healthcare facility.

• Regular reviews: Conduct periodic evaluations to determine how well the rosters are meeting employee welfare and operational goals. Be prepared to make necessary adjustments to better align with these objectives, ensuring staff well-being and service quality.

• Clear communication: Ensure transparent and continuous communication regarding roster policies and any changes. Clear understanding of schedules and available flexibility options is essential for maintaining operational efficiency and staff contentment.

• Training for managers: Provide managers with comprehensive training on effective roster management. This should include both technical aspects of scheduling and the interpersonal skills required to address employee concerns with empathy and understanding.

Health Professionals and Support Services Award breaks and rest periods

Breaks and rest periods are designated times during a work shift when employees are allowed to rest, eat, or attend to personal needs. This section outlines the entitlements and flexibility surrounding meal and tea breaks for employees, ensuring adequate rest and compliance with work schedule norms:

Advice on scheduling breaks to enhance employee well-being and compliance

Effective break management ensures compliance and contributes to employee satisfaction and productivity. Here are some practical strategies:

• Encourage full utilisation of breaks: Promote a workplace culture where taking breaks is normalised and encouraged. Emphasise the importance of breaks for mental and physical rejuvenation, particularly in the demanding healthcare environment.

• Facilitate communication: Foster open communication channels where employees can express their preferences or concerns regarding break times. Although break times are regulated under the award, understanding employee needs can help in adjusting their workload before and after breaks for a smoother transition.

• Regular monitoring: Continuously monitor the implementation of break schedules to ensure they’re adhered to without fail. This oversight helps identify any deviations from the award requirements and can address potential issues before they escalate.

• Educate staff: Regularly educate employees and management about the specifics of break entitlements under the award. Ensuring everyone is informed helps uphold the standards and supports the enforcement of break schedules.

Health Professionals and Support Services Award practical application: Example

Jill, a part-time radiographer, faces increasing pressures at her clinic, which struggles to balance surging patient demand. Originally hired for 20 hours per week, Jill's clinic steadily increases her workload and hours, making her roster unpredictable. It also frequently overlooks her entitled breaks.

Pitfalls

• Extended work hours: Jill's goodwill to help the clinic meet demand leads to unacknowledged and uncompensated overtime, blurring the lines of her part-time employment agreement.
•  Rostering adjustments without notice: The clinic's need to manage patient appointments results in Jill's schedule being changed without adequate notice or her input, creating personal and professional strain.
• Neglected breaks: In the rush to meet patient demand, Jill's lunch and tea breaks become irregular and shortened, contrary to award stipulations.

Resolution

• Fair compensation for overtime: The clinic formally acknowledges and compensates Jill for any hours worked beyond her contracted schedule, aligning with legal requirements.
• Review of current employment agreement: The clinic conducts a review of current work requirements and rostering patterns to determine if a permanent increase to Jill’s part time hours should be considered. This change could offer Jill greater stability and predictability related to her additional workload requirements.
• Consultation on rostering: The clinic implements a system for roster changes that includes employee consultation and adheres to notice requirements will help in respecting Jill's personal commitments and legal rights.
• Ensuring regular breaks: The clinic prioritises scheduled breaks for all employees, ensuring they have time to rest and recharge, which is essential for compliance and staff well-being.

Key takeaways recap

In summary, here are the essential points and recommendations to ensure compliance with the Health Professionals and Support Services Award:

• Coverage: This award applies to health sector employees, including those in direct care (with the exception of nurses and medical practioners), administrative, and support roles across both public and private settings
• Employment types: It covers full-time, part-time, casual, on-hire workers, and trainees/apprentices, specifying distinct entitlements and conditions for each.
• Ordinary hours: Full-time employees work 38 hours/week, part-time employees work agreed hours under 38/week, and casual employees have no guaranteed weekly hours.
• Shiftwork: The award doesn’t outline a unique set of rules concerning ordinary hours, rostering, and breaks for shiftworkers.
• Breaks and rest periods: Employees are entitled to unpaid meal breaks after five hours of work and paid tea breaks every four hours.
• Breaks and rest periods: Employees are entitled to unpaid meal breaks after five hours of work and paid tea breaks every four hours.
• Rostering rules: Rosters must be predictable and posted two weeks in advance, with changes notified at least 7 days prior. Flexible work requests must be reasonably considered.

Simplifying Health Professionals and Support Services Award ordinary hours, rostering and break management

An understanding of ordinary hours alongside effective rostering and break management is essential for compliance with modern awards. Rippling's centralised platform offers powerful tools to simplify scheduling, track hours, and manage breaks. Key features include:

• Smart rostering: Create compliant rosters with a fair distribution of shifts and required rest periods.
• Automated time tracking: Automatically track employee hours from clock-in to payslip, eliminating manual data entry.
• Break tracking: Automatically track meal and rest period entitlements.
• Hours monitoring: Accurately monitor and record employee working hours.
• Compliance reporting: Generate reports on hours worked, breaks taken, and rostering patterns.

With Rippling, you can do more than just meet award compliance requirements; you can exceed them. Take the tour or contact us today! 

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.