Operations Associate

Baystate Health; Springfield (MA); On-site; USD 35,000 - 50,000; Full time

Job summary

Baystate Health is seeking a detail-oriented individual for a role focused on bed management, patient records, and emergency procedures within the Springfield location.

The candidate will assist in coordinating admissions, discharges, and maintain effective communication among clinical teams. A requirement includes 1 year of clerical experience in healthcare, along with GED or HiSET. The role is crucial in maintaining the flow of patient care and ensuring efficient unit operations.

Qualifications

• 1 year of clerical and customer service in a healthcare setting.
• Knowledge of emergency procedures and equipment.
• Ability to organize and prioritize tasks.

Responsibilities

• Coordinate bed management and admission processes.
• Utilize computer applications effectively in daily tasks.
• Maintain patient records and assist with discharges.
• Communicate effectively with clinical teams and departments.
• Manage unit supplies and inventories.

Skills

Computer literacy

Interpersonal skills

Organizational skills

Critical thinking

Ability to read and write in English

Education

GED or HiSET

Tools

OAS Gold

C Word

Job description

Responsibilities

1. 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 at 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.
2. 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 Koronos access if applicable.
3. Unit specific projects: Project work as assigned and/or needed such as Payroll, committee participation, develop unit time schedules, etc.
4. 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 MDs 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 facilitate communication of information requested.
5. 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.
6. 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.
7. Hospital Records and logs: Maintains patient chart in proper sequence and labels pages with patients 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. Insures 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, Koronos variance forms, etc.
8. 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.
9. 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.
10. 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.

Required Work Experience

1 year of clerical and customer service in healthcare setting

Preferred Work Experience

None Listed

Skills and Competencies

1. Computer literate, good interpersonal skills
2. Demonstrate operating principles

OAS Gold Training, Conflict Resolution Training, Delegation Training, Team Training, Critical thinking skills, Ability to organize and prioritize, Ability to read and write in English, and/or unit specific competencies.

Education

GED or HiSET (Required)

Certifications

Basic Cardiac Life Support – American Heart Association

Equal Employment Opportunity Employer