Operations Associate, Part Time, Days

Baystate Health•Springfield, MA

12d•Onsite

About The Position

Baystate Health, a nationally recognized leader in healthcare quality and safety, is looking for a Part Time Operations Associate to join our team in Springfield, MA. This role reports to the Nurse Manager, with daily activities coordinated by the charge nurse. Under direct supervision, the Operations Associate works with patient and family-centered care teams to ensure all business functions related to processing patient information, managing documentation, organizing patient medical records, and facilitating smooth unit operations. The role involves filing appropriate patient reports and other information, facilitating communication among staff by relaying messages, facilitating bed management and patient throughput on the unit, and performing functions necessary to process direct admissions to the unit. The Operations Associate also acts as a receptionist for visitors to the unit and as a business partner to the department and clinical staff, orienting patients and families to the unit and answering routine questions. The ability to multitask is essential.

Requirements

High school diploma or equivalent required
Prior administrative experience strongly preferred
1-2 years' experience in customer service (healthcare setting preferred)
Ability to work rotating days, including weekends and holidays
Ability to multitask
Computer literate
Experience with electronic health records a plus
Basic Cardiac Life Support - American Heart Association

Responsibilities

Bed Management: Tracks, prioritizes and assigns beds. Communicates with BMD and BM for admissions, discharges and transfers (ADTs). Coordinates unit/department ADTs. Checks BMD, enters new data and advises Charge Nurse of changes. Checks CIS for discharge orders, follows up with MD, CM RN to assure discharge documents are complete. Enters discharges in OA Gold and pending discharges in BMD. Rounds 3 times daily with RNs and CM regarding discharges, discharge times and special instructions, appropriateness for Discharge Lounge. Notifies CM if ambulance is unable to come @ assigned time. With CM, monitors BMD for observation patients to determine if patient needs discharge or status change. Tracks new admissions from the ED. Retrieves SBAR data from the ED and communicates to the nursing staff. Assures fax is received within 30 minutes. Arranges patient transport from the ED if needed. Carries BMD beeper, assigns coverage during breaks and meals to ensure constant flow of ADTs.
Proficiently and accurately utilizes the following computer applications in daily work: C Word, OA Gold, SMS, CIS, Premise, BMD, PCM Auditor, People Soft and Staples and Kronos access if applicable.
Unit specific projects: Project work as assigned and/or needed such as Payroll, committee participation, develop unit time schedules, etc.
Communication: provides report/handoff to next shift including pending discharges, admissions in process, empty beds, beds being cleaned, and closed beds with the reason. Contacts other departments for priority tests for patients identified for next day discharge. Answers telephones and relays messages promptly with consistent accuracy to team members. Responds to routine inquiries knowledgeably and/or refers them to appropriate person, assists staff as requested, ensures identified problems are communicated accurately and promptly. Places calls to MD's and ancillary departments to facilitate patient care and throughput. Where appropriate, coordinates communication with NEOPO and related paperwork in conjunction with RN. Screen calls for clinical team and facilitates communication of information requested.
Serve as a unit-based resource for Zoned Hospitalist and medical/surgical teaching teams. Assist Hospitalist during clinical rounds, i.e. initiate phone calls, send faxes and call consults as directed by Zoned Hospitalist. Make available the unit-based assignment (RN/Case Manager/Social Worker as well as covering RNs [i.e. lunch and breaks]) daily for Hospitalist. Maintain and identify specific workspace for Hospitalists which include computer and telephone access. Works with Access Services and patient/family to secure post discharge follow-up appointments. Identifies daily the Hospitalist of the day through electronic systems and prints this form for team use throughout the day. Posts break and lunch coverage in a central location for ease in obtaining patient related information and fostering communication.
Functions as a greeter for the arrival of new patients/families to the unit/department. Assists other departments with information and or answers to questions as requested.
Hospital Records and logs: Maintains patient chart in proper sequence and labels pages with patient's name. Prepares record prior to transfer and discharge. Explains and obtains signatures for Medicare forms. Organizes chart for Medical Records, faxes or copies records as needed. Sends discharge record to HIM (old and new) immediately after discharge. Updates discharge/admission log. Ensures complete information is sent with transfers. Prepares patient charge ticket for data entry and keeps accurate record on unit. When appropriate, enter data into PCM auditor at specified times. Replenish and restock unit audit tools (i.e. refrigerator logs, negative pressure room logs, etc.). Other unit logs i.e. assignment books, sick call records, Kronos variance forms, etc.
Unit Resource: Post/file MD schedules for clinical team inquiry. In coordination with charge nurse, prepare staffing assignment for the next shift. Place calls to replace unplanned staffing vacancies. communicate staffing and scheduling to Clinical Supervisor. As needed, but not limited to obtain mail from the mailroom, blood products from the Laboratory, medications from Pharmacy and supplies from Distribution and Dietary as needed.
Inventories, maintains and charges supplies. Initiates requisitions and requests accurately and in a timely fashion. Stores supplies within 24 hours of receipt in designated area. Records or submits charges and/or credits for patient supplies as needed. Coordinate paper supplies with Print Shop and/or Distribution to maintain unit/department par levels.
Is knowledgeable of and initiates emergency procedures as needed/directed within unit/department. Verbalizes knowledge and location of emergency equipment. Mobilizes emergency support personnel through immediate telephone contact.

Benefits

High-quality, low-cost medical, dental and vision insurance
Generous PTO – up to 25 days in the first year, with scheduled earned increases
Continuing education support and reimbursement
First Time Home Buyers Financial Packages
Farm Share Memberships
403b retirement company match & annual company contribution increase based on years of service
Free money coach advice from a certified professional
Wellbeing programs that include but are not limited to mental, physical, and financial health
Pet, home, auto and personal insurance
Life insurance
Reimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!