Nursing Business Office Specialist

Hebrew Rehabilitation Center•Roslindale, MA

8d•Onsite

About The Position

Perform administrative and data entry functions within the nursing staffing office for assigned units, including monitoring position control, scheduling, staffing, timekeeping functions, and tasks related to compensation.

Requirements

Knowledge and proficiency in electronic scheduling and payroll systems
Knowledge of data entry, records maintenance and reporting using scheduling software and related policies and procedures.
Demonstrated proficiency in the use of pertinent computer software/systems including reporting and maintenance.
Three to four years of experience.
Annual attendance at hazards communication, infection control, fire safety and elder abuse education programs.

Nice To Haves

Associates degree in Business preferred.

Responsibilities

Communicate with Nursing and ancillary staff in a manner that is professional and conveys respect, caring and sensitivity.
Receive call outs during office hours (Monday – Friday 7am – 3pm.) When the office is closed all calls will be forwarded to the nursing supervisor.
Assist staff in understanding the electronic scheduling system (Shift Wizard), confirming that they know where to view their schedule, understand how to request to pick up a shift, and how they can request to make changes after the schedule has been posted.
Respond to staff requesting to work on open shifts each time the 4-week schedule is posted.
Provide a detailed hand-off report to the nursing supervisors covering staffing for the up-coming 24hr., 1:1 sitter needs, and any additional staffing or operational concerns at the close of the business day.
Assure timecard accuracy by updating information in the scheduling system received from managers, nursing supervisors, the exception/absentee logs, and from reports on staff from Occupation Health.
Review the staff time punches “in” and “out” are reviewed a minimum of twice/week, confirming accuracy of the time staff worked with a final review before submitting it to the Managers for payroll approval.
Process schedule information and position control (schedule template) changes as instructed by the Nursing Operations Manager, unit Managers, Occupational Health, and Human Resources as it relates to the following: new hires, transfers, terminations, leaves of absence, changes of status or hours, and workers’ Compensation.
Perform tasks in a timely manner related to the following: holiday pay, incentive pay, standby and storm protocol pay, and advanced vacation pay as directed by the Managers and Nursing Operations Manager, assuring that staff are paid correctly.
Assist with maintenance/storage of documentation and distribute accrued employee benefits/pay based on hours worked and classification of service.
Resolve payroll/benefit discrepancies by researching payroll, absentee log, and scheduling records.
Assist unit Managers in creation and maintenance of staff schedules by creating templates for staff that are in-line with the unit position control.
Assist unit Managers to cover vacant shifts by assigning float pool staff, contacting staff to pick up an extra shift, or contacting a unit that has additional staff over par to float to the unit in need.
Assist unit Managers with fiscally appropriate decisions by staffing to par levels and canceling staff at over time (OT) when possible.
Assist unit Managers with coverage of 1:1 sits and/or escorts for patient appointments ordered by a provider for patient safety reasons.
Enter attendance at orientation and educational programs in the Shift Wizard.
Produce reports as needed utilizing spreadsheets and/or scheduling software.
Perform Staffing and System Coordinator functions when necessary.
Participate in and support quality improvement programs.
Perform other duties as required or directed.