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Staffing & Bed Placement Coordinator - Full Time Days
2 months ago
We are seeking a highly skilled and detail-oriented Staffing & Bed Placement Coordinator to join our team at Hackensack Meridian Health. As a key member of our healthcare team, you will be responsible for planning, organizing, and prioritizing tasks to meet critical deadlines in a fast-paced environment.
Key Responsibilities- Plan, organize, and prioritize tasks to meet critical deadlines in a fast-paced environment.
- Prepare, troubleshoot, and resolve daily and future staffing and scheduling matters to maintain staffing guidelines and maximize the delivery of quality care.
- Utilize and demonstrate in-depth working knowledge of interdepartmental and/or hospital-wide computerized scheduling and staffing systems functionality in PeopleSoft, Clairvia, and Kaba.
- Proficiency in Clairvia Scheduling System, PSOFT Time and Labor, includes the following tasks:
- Approves all absence and work schedule requests submitted through Clairvia Web.
- Posts and approves shift opportunities.
- Generates new schedules and brings in absence requests.
- Understands patterns and scheduling multiple jobs.
- Corrects overlapping schedules.
- Performs schedule edits and updates via Clairvia Client *Schedule and Daily Editor*.
- Ensures absences and schedule changes are in Clairvia by 12 pm on Pay Monday.
- Performs Timecard edits, such as entering missed punches, shift overrides, cancelled meal deductions during the pay period in PSOFT Time and Labor.
- Reviews and corrects all timecard exceptions during the pay period.
- Reviews timecards to ensure all schedules loaded from Clairvia.
- Reviews payable time for accuracy before timecard approval on Pay Tuesday in PSOFT Time and Labor.
- Ensures all timecards are complete, without exceptions, by 1 pm on Pay Tuesday.
- Utilizes technology (M/S word, outlook, excel) to maintain staffing files, reports, prepares data related to staffing and scheduling, audits, and documentation efficiently and accurately.
- Orders office supplies and maintains inventory.
- Demonstrates ability to work with others to achieve and support the mission of the medical center, including shared governance and the blueprint of nursing.
- Demonstrates accountability for professional development of self and peers, through formal and informal education and evaluation in collaboration with Learning and Performance.
- Demonstrates effective communication skills to reduce barriers to communication for all staff.
- Interacts with customers, particularly via phone, email, and department walk-ins.
- Executes bed management functions on multiple hospital computer systems to assign beds to incoming admissions in accordance with policies, procedures, protocols, medical board rulings, philosophy of department, and the Medical Center.
- Prioritizes admission sources (Cath Lab, ETC, PACU) to minimize delays and enhance patient flow.
- Prepares and distributes bed status report to executive staff, senior and medical leadership, department directors, etc., identifying bed availability.
- Performs ongoing assessment in anticipation of patient needs based on volume or specialty requirements, i.e., isolation, organ transplants, etc., to minimize the need for blocked beds and allow for the proper use of private rooms.
- Reviews and expedites all in-house transfer requests in accordance with established policies in the following priority: medical (includes level of care ICU, intermediate, isolation, observation management, etc.), bed status, patient and family request.
- On a daily basis, interacts with members of the medical staff as well as physician offices in processing patients for direct admission.
- Obtains all required information and communicates with the Nurse Manager/Director of Capacity Management in a timely manner.
- Updates Patient Expiration book.
- Performs electronic census balancing each shift to verify accommodation codes for billing purposes.
- Updates and revises accommodation codes based on changes in level of care to avoid/minimize denials by third-party payers.
- In a disaster, provides real-time bed availability to the command center for disaster management.
- Calls patients at home (Direct Admits from home ONLY) with bed availability information as needed and forwards completed packet with ready room assignments to reception area or ETC.
- Collects and disperses information on all aspects of patient admission, discharge, transfer, and expiration to nursing units and all other affected parties.
- Demonstrates the standards of behavior in accordance with the goals and mission of the medical center.
- Collects patient documents for all elective admissions daily.
- Utilizes all downtime procedures when computer is in downtime mode.
- Adheres to the standards identified in the Medical Center's Organizational Competencies.
- Recognizes and responds to opportunities to promote and market HUMC.
- Works directly with the transfer center to answer phone calls and coordinate MD to MD/RN/RN communication.
- Prepare and present at daily huddles held at 8a, 10:30a, 12:30p, and 3:30p.
- Collects and enters information for the EDRS (Electronic Death Certificate Registry).
- Notifies Doctors with each death to sign the EDRS.
- Enters all Hospice admission information which includes logging and entering the patient reservation.
- Checks all admitted patient's charts for discharge orders.
- Change accommodation codes (SDS, SAC) to insure accurate billing.
- Fax funeral information to morgue.
- Deliver fetal death certificates to morgue.
- Deliver autopsy consents to the Department of Pathology.
- Track Oncology patient volume and coordinate bed placement based on severity of illness.
- Track Memorial Sloan Kettering (MSK) patients and prioritize on arrival.
- Track all Oncology patients for appropriateness for admission to oncology and document when patient is admitted to an alternate bed based on bed availability.
- High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
- 2 to 3 years minimum of clerical experience.
- Proficient in computer skills.
- Strong working knowledge of Microsoft Office applications, such as Excel (pivot tables, vlookup, and formulas, spreadsheets); Word (mail merge, tables), Outlook (email, calendars, tasks).
- Maintains a high degree of accuracy with minimal errors.
- Able to problem-solve.
- Able to make clear decisions in a fast-paced environment.
- Demonstrates active listening skills to accurately interpret employee and/or management inquiries.
- Provides superior customer service through all types of interactions by maintaining a positive, friendly, and patient attitude at all times.
- Maintains confidentiality.
- Applies effective problem-solving skills.
- Strong attention to detail.
- Excellent communication and time management skills.
- Always provides outstanding customer service by answering calls in a friendly and positive manner, keeps 'hold time' to a minimum, and caller informed, and resolves all inquiries in a timely fashion.
- Keeps customers informed with frequent call-backs and updates on pending issues until resolution is completed.
- Speaks clearly and confidently without hesitation.
- Exceptional interpersonal skills (patient, articulate, friendly, and positive).
- Demonstrates a team player attitude and willingness to do whatever it takes to support the department's goals and vision.
- Willing to work flexible hours.
- Follows directions and instructions carefully.
- Behaves in a professional manner at all times.
- Develops individual goals that align with department and organization goals.
- Associates degree in Healthcare Management.
- Proficiency in Clairvia Scheduling System.
- Proficiency in PSOFT Time and Labor.
- Medical Terminology.
- Ability to multi-task in a high-stress environment.
- 1-2 years as an Admission Associate.
- Experience in an acute care hospital setting.
