Staffing & Bed Placement Coordinator - FT Days

About the role

Our team members are the heart of what makes us better. At Hackensack Meridian Health we help our patients live better, healthier lives — and we help one another to succeed. With a culture rooted in connection and collaboration, our employees are team members. Here, competitive benefits are just the beginning. It’s also about how we support one another and how we show up for our community. Together, we keep getting better — advancing our mission to transform healthcare and serve as a leader of positive change.

Responsibilities

• Perform accurate review, modification, and correction of employee schedules, timecards, punches, and exception schedules for staff assignment to nursing units under the direction of the Nurse Manager or Administrative Supervisor.
• Assume responsibility for patient throughput and bed management by identifying patient needs and utilizing resources to facilitate optimum bed utilization; place the patient in the right bed at the proper level of care.
• Adhere to all policies, procedures, and medical board rulings pertaining to bed assignments/unit functions (e.g., isolation, medication administration, level of care).
• Plan, organize, and prioritize tasks and schedule to meet critical deadlines in a fast-paced environment.
• Prepare, troubleshoot, and resolve daily and future staffing and scheduling matters to maintain staffing guidelines, maximize delivery of quality care, and minimize cost of patient care services.
• Utilize and demonstrate in-depth working knowledge of interdepartmental and/or hospital-wide computerized scheduling and staffing systems (PeopleSoft, Clairvia, Kaba).
• Proficiency in Clairvia Scheduling System and PSOFT Time and Labor, including:
  • Approve all absence and work schedule requests submitted through Clairvia Web.
  • Post and approve shift opportunities.
  • Generate new schedules and bring in absence requests.
  • Understand patterns and scheduling multiple jobs.
  • Correct overlapping schedules.
  • Perform schedule edits and updates via Clairvia Client Schedule and Daily Editor.
  • Ensure absences and schedule changes are in Clairvia by 12 pm on Pay Monday.
  • Perform Timecard edits (missed punches, shift overrides, cancelled meal deductions) during the pay period in PSOFT Time and Labor.
  • Review and correct all timecard exceptions during the pay period.
  • Review timecards to ensure all schedules loaded from Clairvia.
  • Review payable time for accuracy before timecard approval on Pay Tuesday in PSOFT Time and Labor.
  • Ensure all timecards are complete, without exceptions, by 1 pm on Pay Tuesday.
• Utilize technology (MS Word, Outlook, Excel) to maintain staffing files, reports, prepare data related to staffing and scheduling, audits, and documentation efficiently and accurately.
• Order office supplies and maintain inventory.
• Demonstrate ability to work with others to achieve and support the mission of the medical center including shared governance and the blueprint of nursing.
• Demonstrate accountability for professional development of self and peers through formal and informal education and evaluation in collaboration with Learning and Performance.
• Demonstrate effective communication skills, reducing barriers to communication for all staff.
• Interact with customers via phone, email, and department walk-ins.
• Execute bed management functions on multiple hospital computer systems to assign beds to incoming admissions per policies, procedures, protocols, medical board rulings, department philosophy, and Medical Center standards.
• Prioritize admission sources (Cath Lab, ETC, PACU) to minimize delays and enhance patient flow.
• Prepare and distribute bed status reports to executive staff, senior and medical leadership, department directors, etc., identifying bed availability.
• Perform ongoing assessment in anticipation of patient needs based on volume or specialty requirements (isolation, organ transplants, etc.) to minimize blocked beds and allow proper use of private rooms.
• Review and expedite all in-house transfer requests per established policies in priority order: medical (ICU, intermediate, isolation, observation management, etc.), bed status, patient and family request.
• Interact daily with medical staff and physician offices processing patients for direct admission; obtain required information and communicate with Nurse Manager/Director of Capacity Management timely.
• Update Patient Expiration book.
• Perform electronic census balancing each shift to verify accommodation codes for billing purposes.
• Update and revise accommodation codes based on changes in level of care to avoid/minimize denials by third-party payers.
• In a disaster, provide real-time bed availability to the command center for disaster management.
• Call patients at home (Direct Admits from home ONLY) with bed availability information as needed; forward completed packet with ready room assignments to reception area or ETC.
• Collect and disperse information on all aspects of patient admission, discharge, transfer, and expiration to nursing units and all other affected parties.
• Demonstrate standards of behavior in accordance with the goals and mission of the medical center.
• Collect patient documents for all elective admissions daily.
• Utilize all downtime procedures when computer systems are in downtime mode.
• Adhere to standards identified in the Medical Center's Organizational Competencies.
• Recognize and respond to opportunities to promote and market HUMC.
• Work directly with the transfer center to answer phone calls and coordinate MD-to-MD/RN-to-RN communication.
• Prepare and present at daily huddles held at 8 a.m., 10:30 a.m., 12:30 p.m., and 3:30 p.m.
• Collect and enter information for the EDRS (Electronic Death Certificate Registry); notify doctors with each death to sign the EDRS.
• Enter all Hospice admission information including logging and entering patient reservation.
• Check all admitted patient charts for discharge orders.
• Change accommodation codes (SDS, SAC) to ensure 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; document when patient is admitted to an alternate bed based on bed availability.

Qualifications

Required

• 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: Excel (pivot tables, VLOOKUP, formulas, spreadsheets); Word (mail merge, tables); Outlook (email, calendars, tasks).
• Maintains a high degree of accuracy with minimal errors.
• Able to problem solve and 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 interactions with a positive, friendly, and patient attitude.
• Maintains confidentiality.
• Applies effective problem-solving skills.
• Strong attention to detail.
• Excellent communication and time management skills.
• Answers calls in a friendly, positive manner; keeps hold time to a minimum; keeps caller informed; resolves inquiries timely.
• Keeps customers informed with frequent call-backs and updates on pending issues until resolution.
• Speaks clearly and confidently without hesitation.
• Exceptional interpersonal skills (patient, articulate, friendly, positive).
• Demonstrates a team-player attitude and willingness to do whatever it takes to support department 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.

Preferred

• Associate's degree in Healthcare Management.
• Proficiency in Clairvia Scheduling System.
• Proficiency in PSOFT Time and Labor.
• Medical Terminology knowledge.
• Ability to multi-task in a high-stress environment.
• 1–2 years as an Admission Associate.
• Experience in an acute care hospital setting.

Pay

Minimum rate of $24