Staffing & Bed Placement Coordinator - Per Diem Evenings (3pm-11pm)

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

• Performs 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.
• Assumes responsibility for patient throughput and bed management by identifying patient needs and utilizing available resources to facilitate optimum bed utilization.
• Places patients in the right bed at the proper level of care, adhering to all policies, procedures, and medical board rulings (e.g., isolation, medication administration, level of care).
• Plans, organizes, and prioritizes tasks to meet critical deadlines in a fast-paced environment.
• Prepares, troubleshoots, and resolves daily and future staffing and scheduling matters to maintain staffing guidelines, maximize quality care delivery, and minimize patient care costs.
• Utilizes and demonstrates in-depth knowledge of interdepartmental and hospital-wide computerized scheduling and staffing systems (PeopleSoft, Clairvia, Kaba). Tasks include:
  • Approving absence and work schedule requests submitted through Clairvia Web.
  • Posting and approving shift opportunities.
  • Generating new schedules and processing absence requests.
  • Understanding patterns and scheduling multiple jobs.
  • Correcting overlapping schedules.
  • Performing schedule edits and updates via Clairvia Client *Schedule and Daily Editor*.
  • Ensuring absences and schedule changes are in Clairvia by 12 pm on Pay Monday.
  • Performing timecard edits (e.g., entering missed punches, shift overrides, cancelled meal deductions) in PSOFT Time and Labor.
  • Reviewing and correcting all timecard exceptions during the pay period.
  • Reviewing timecards to ensure schedules loaded from Clairvia.
  • Reviewing payable time for accuracy before timecard approval on Pay Tuesday.
  • Ensuring all timecards are complete, without exceptions, by 1 pm on Pay Tuesday.
• Utilizes technology (MS Word, Outlook, Excel) to maintain staffing files, reports, and documentation efficiently and accurately.
• Orders office supplies and maintains inventory.
• Demonstrates ability to collaborate with others to achieve the mission of the medical center, including shared governance and nursing blueprint.
• Demonstrates accountability for professional development of self and peers through formal and informal education.
• Executes bed management functions on multiple hospital computer systems to assign beds to incoming admissions in accordance with policies, procedures, and medical board rulings.
• Prioritizes admission sources (e.g., Cath Lab, ETC, PACU) to minimize delays and enhance patient flow.
• Prepares and distributes bed status reports to executive staff, senior leadership, and department directors.
• Performs ongoing assessments to anticipate patient needs based on volume or specialty requirements (e.g., isolation, organ transplants).
• Reviews and expedites in-house transfer requests in priority order: medical needs (ICU, intermediate care, isolation), bed status, patient/family requests.
• Interacts daily with medical staff and physician offices to process direct admissions, obtaining required information and communicating with Nurse Manager/Director of Capacity Management.
• Updates Patient Expiration book and performs electronic census balancing each shift to verify accommodation codes for billing.
• Updates and revises accommodation codes based on changes in level of care to minimize denials by third-party payers.
• Provides real-time bed availability to the command center during disasters.
• Calls patients at home (direct admits) with bed availability information and forwards completed packets to reception or ETC.
• Collects and disperses information on patient admissions, discharges, transfers, and expirations to nursing units and affected parties.
• Collects patient documents for all elective admissions daily.
• Utilizes downtime procedures when computer systems are unavailable.
• Adheres to the standards identified in the Medical Center's Organizational Competencies.
• Works directly with the transfer center to coordinate MD-to-MD/RN-to-RN communication.
• Prepares and presents at daily huddles (8 AM, 10:30 AM, 12:30 PM, 3:30 PM).
• Collects and enters information for the Electronic Death Certificate Registry (EDRS) and notifies doctors to sign the EDRS.
• Enters all hospice admission information, including logging and entering patient reservations.
• Checks admitted patients' charts for discharge orders and updates accommodation codes (SDS, SAC) for accurate billing.
• Faxes funeral information to the morgue and delivers fetal death certificates and autopsy consents to the Department of Pathology.
• Tracks Oncology patient volume and coordinates bed placement based on severity of illness.
• Tracks Memorial Sloan Kettering (MSK) patients and prioritizes their arrival.
• Documents when Oncology patients are admitted to alternate beds due to bed availability.

Requirements

• High School diploma, GED, or equivalent.
• Minimum of 2 to 3 years of clerical experience.
• Proficient in computer skills, including Microsoft Office applications (Excel, Word, Outlook).
• Strong attention to detail and ability to problem-solve in a fast-paced environment.
• Excellent communication, time management, and interpersonal skills.
• Ability to maintain confidentiality and provide superior customer service.
• Willingness to work flexible hours and behave professionally at all times.

Qualifications

• Preferred:
  • Associate’s degree in Healthcare Management.
  • Proficiency in Clairvia Scheduling System and PSOFT Time and Labor.
  • Knowledge of medical terminology.
  • Ability to multi-task in a high-stress environment.
  • 1-2 years of experience as an Admission Associate.
  • Experience in an acute care hospital setting.

Pay

Minimum starting rate of $24.34 per hour. The posted rate is a reasonable good-faith estimate of the minimum base pay for this role at the time of posting. The base compensation determined at the time of the offer may vary based on factors such as labor market data, experience, education, certifications, skills, geographic location, internal equity, and budget considerations. Full-time and part-time (20+ hours/week) positions are eligible for a comprehensive benefits package, including health, dental, vision, paid leave, tuition reimbursement, and retirement benefits.