Staffing & Bed Placement Coordinator - Per Diem Nights (11pm to 7am)

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.

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, placing patients in the right bed at the proper 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 service costs.
• Utilizes and demonstrates in-depth working knowledge of interdepartmental and hospital-wide computerized scheduling and staffing systems (PeopleSoft, Clairvia, and Kaba), including:
  • 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 all schedules loaded from Clairvia.
  • Reviewing payable time for accuracy before timecard approval on Pay Tuesday in PSOFT Time and Labor.
  • Ensuring all timecards are complete, without exceptions, by 1 pm on Pay Tuesday.
• Utilizes technology (Microsoft Word, Outlook, Excel) to maintain staffing files, reports, data related to staffing and scheduling, audits, and documentation efficiently and accurately.
• Orders office supplies and maintains inventory.
• Demonstrates ability to work collaboratively to achieve the mission of the medical center, including shared governance and the nursing blueprint.
• Demonstrates accountability for professional development of self and peers through formal and informal education in collaboration with Learning and Performance.
• 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 and medical leadership, and department directors, identifying bed availability.
• Performs ongoing assessments to anticipate patient needs based on volume or specialty requirements (e.g., isolation, organ transplants) to minimize blocked beds and optimize private room use.
• Reviews and expedites in-house transfer requests in accordance with established policies, prioritizing medical needs (e.g., ICU, intermediate care, isolation, observation management).
• Interacts daily with medical staff and physician offices to process patients for direct admission, obtaining required information and communicating with Nurse Manager/Director of Capacity Management in a timely manner.
• Updates Patient Expiration book and 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 only) with bed availability information and forwards completed packets with room assignments to reception or ETC.
• Collects and disperses information on patient admission, discharge, transfer, and expiration 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 held at 8:00 AM, 10:30 AM, 12:30 PM, and 3:30 PM.
• Collects and enters information for the Electronic Death Certificate Registry (EDRS) and notifies doctors to sign the EDRS for each death.
• Enters all Hospice admission information, including logging and entering patient reservations.
• Checks admitted patients' charts for discharge orders and changes accommodation codes (e.g., SDS, SAC) to ensure 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 placement upon arrival.
• Documents when Oncology patients are admitted to alternate beds due to bed availability.

Requirements

• High School diploma, general equivalency diploma (GED), and/or GED equivalent programs.
• 2 to 3 years minimum of clerical experience.
• Proficient in computer skills, including Microsoft Office applications (Excel, Word, Outlook).
• Strong attention to detail and ability to maintain 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 inquiries.
• Provides superior customer service through positive, friendly, and patient interactions.
• Maintains confidentiality and applies effective problem-solving skills.
• Excellent communication and time management skills.
• Exceptional interpersonal skills (patient, articulate, friendly, and positive).
• Demonstrates a team-player attitude and willingness to support department goals.
• Willing to work flexible hours and follow directions carefully.
• Behaves professionally at all times and develops individual goals aligned with department and organizational goals.

Preferred Qualifications

• 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 rate of $24.34 per hour. The starting rate of pay is provided for informational purposes only and is not a guarantee of a specific offer. Posted hourly rates may be stated as an annual salary in the offer, and vice versa, depending on the level and nature of the job duties and credentials of the candidate. The base compensation determined at the time of the offer may differ based on factors including labor market data, experience, education, certifications, skills, geographic location, internal equity, budget, and grant funding. Some positions may also be eligible for performance-based incentives, bonuses, or commissions, as well as shift differentials for evening, night, or weekend shifts.

Benefits

HMH offers a comprehensive benefits package for full-time and part-time (20+ hours/week) positions, including:

• Health, dental, and vision coverage.
• Paid leave.
• Tuition reimbursement.
• Retirement benefits.