Operations Associate, Pediatric Emergency Department

baystatehealth; Springfield (MA); On-site; USD 45,000 - 65,000; Full time

Job summary

Baystate Health is seeking an organized Unit Coordinator to support nurse managers and charge nurses. You will manage bed assignments, admissions, discharges, and transfers, while ensuring timely documentation and smooth unit operations.

You will act as unit greeter, communicate with departments, and maintain patient records for accurate HIM processing. You will collaborate with hospitalists, case managers, and social workers, coordinating daily staffing and ensuring efficient patient flow from

Qualifications

• Strong communication and handoff skills.

Responsibilities

• Bed management and ADT coordination with admissions, discharges, transfers.
• Use multiple hospital systems for charting and records management.
• Provide unit-based greeter duties and coordinate with clinical staff.
• Maintain patient records and discharge documentation.
• Support Hospitalist teams during rounds and arrange coverage.

Skills

Communication

Documentation

Team coordination

Education

High school diploma or equivalent

Tools

CIS

OA Gold

Premise

BMD

PCM Auditor

PeopleSoft

Koronos

Job description

Summary :

Reports to the Nurse Manager but daily activities are coordinated by the charge nurse. Independently works with patient and family-centered care teams to ensure all business functions related to processing patient information, managing documentation, organizing patient medical record and facilitating smooth unit operations. Files appropriate patient reports and other information for their records. Facilitates communication among staff, relaying messages/information. Facilitates bed management and patient throughput on unit. Performs functions necessary to process direct admissions to the unit. Acts as receptionist for visitors to unit and also as a business partner to the department and clinical staff. Orients patients and families to the unit, answering routine questions.

Job 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, and follows up with MD, CM RN to ensure 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, and appropriateness for Discharge Lounge. Notifies CM if an ambulance is unable to come at the 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, developing unit time schedules, etc.
4. Communication: Provide 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. Answered telephones and relays messages promptly with consistent accuracy to team members. Responds to routine inquires 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 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 staf