Staffing & Bed Placement Coordinator - FT Days

Hackensack Meridian Health•Hackensack, NJ

About The Position

The Staffing & Bed Placement Coordinator performs staffing coordination and patient placement functions. Under the direction of the Nurse Manager or Administrative Supervisor, the role reviews and corrects employee schedules, timecards, punches, and exception schedules for nursing-unit staffing. The coordinator also manages patient throughput and bed assignments, matching patients to appropriate beds and levels of care while following hospital policies, procedures, and medical board rulings. The position maintains staffing schedules and timecards using Clairvia, PeopleSoft Time and Labor, and Kaba, and uses Microsoft Office to manage staffing files, reports, data, audits, and documentation. The role also coordinates admissions, transfers, bed availability, patient-flow priorities, census and accommodation-code updates, and communication among nursing units, physicians, the transfer center, and other hospital stakeholders. It requires careful prioritization, accuracy, customer service, communication, and the ability to work effectively in a fast-paced environment.

Requirements

High school diploma, GED, or equivalent program.
At least 2 to 3 years of clerical experience.
Proficient computer skills.
Strong working knowledge of Microsoft Office, including Excel spreadsheets, pivot tables, VLOOKUP, and formulas; Word mail merge and tables; and Outlook email, calendars, and tasks.
Ability to maintain a high degree of accuracy with minimal errors and strong attention to detail.
Ability to solve problems and make clear decisions in a fast-paced environment.
Active listening skills to accurately interpret employee and management inquiries.
Ability to provide superior customer service with a positive, friendly, patient, and professional manner.
Ability to maintain confidentiality.
Excellent communication and time-management skills.
Ability to manage customer calls, keep hold times to a minimum, provide updates on pending issues, and resolve inquiries in a timely manner.
Clear and confident speaking skills and exceptional interpersonal skills.
Team-player attitude and willingness to support department goals and vision.
Willingness to work flexible hours.
Ability to follow directions and instructions carefully and behave professionally.
Ability to develop individual goals aligned with department and organization goals.

Nice To Haves

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

Responsibilities

Review, modify, and correct employee schedules, timecards, punches, and exception schedules for staff assignments to nursing units.
Plan, organize, and prioritize work to meet critical deadlines in a fast-paced environment.
Troubleshoot and resolve daily and future staffing and scheduling matters to maintain staffing guidelines, support quality care, and minimize patient-care costs.
Use PeopleSoft, Clairvia, and Kaba scheduling and staffing systems, including processing schedule requests, shift opportunities, schedule changes, timecard edits, exceptions, and payable-time reviews.
Maintain staffing files, reports, data, audits, and documentation using Microsoft Word, Outlook, and Excel; order office supplies and maintain inventory.
Communicate with staff, customers, and hospital departments by phone, email, and in person, providing timely and professional responses.
Manage patient throughput and bed assignments, placing patients in beds appropriate to their needs and level of care while following relevant policies and protocols.
Prioritize admission sources and in-house transfer requests to support patient flow and minimize delays.
Prepare and distribute bed-status reports identifying bed availability to executive staff, senior and medical leadership, and department directors.
Anticipate patient needs and bed requirements, including isolation and specialty requirements, to support appropriate bed use and minimize blocked beds.
Coordinate direct admissions with medical staff and physician offices, collect required information, and communicate with the Nurse Manager or Director of Capacity Management.
Perform electronic census balancing and update accommodation codes to reflect level-of-care changes and support accurate billing.
Provide real-time bed availability information to the disaster command center when required.
Contact patients at home for direct admissions when needed and forward completed admission packets with room assignments to the reception area or ETC.
Collect and distribute information about patient admissions, discharges, transfers, and expirations to nursing units and affected parties.
Collect documents for elective admissions and follow computer downtime procedures when needed.
Coordinate with the transfer center and facilitate physician-to-physician and nurse-to-nurse 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 into the Electronic Death Certificate Registry (EDRS) and notify physicians when signatures are needed.
Enter hospice admission information, including patient reservations; check admitted patients’ charts for discharge orders.
Fax funeral information to the morgue, deliver fetal death certificates to the morgue, and deliver autopsy consents to the Department of Pathology.
Track oncology and Memorial Sloan Kettering patient volume and coordinate or prioritize bed placement based on illness severity, bed availability, and admission appropriateness.
Demonstrate accountability for professional development, effective communication, teamwork, confidentiality, customer service, and the medical center’s standards of behavior and organizational competencies.
Recognize and respond to opportunities to promote and market Hackensack University Medical Center.