Job Description

This position is responsible for managing the utilization of the institution's operating beds to facilitate efficient patient progression from all portals of entry to the hospital's inpatient setting; maximizes census within established hospital and departmental policies in collaboration with clinical teams.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

• Process Bed Requests in McKesson RapidView™
• Field all calls to the Center for Patient Placement and escalate challenging admissions, complex bed requests, and patient flow issues to the Patient Flow Nurse (PFN)/ Admitting Operations leadership
• Ensure all bed requests are entered through McKesson RapidView, providing education to end users as necessary
• Place all non-complex patients based on the Patient Placement Matrix
• Arrange for special care beds, ICUs, monitors, equipment needs, and accommodations for patients
• Ensure communication of bed assignments and cancellations to sending/receiving units immediately, using McKesson RapidView
• Once rooms are reserved, follow bed assignment until patient occupies the bed while escalating delays to the PFN
• Facilitate Direct Admissions
• Provide customer service to referring providers and facilitate communication with referring provider and accepting provider
• Coordinate transportation needs and bed reservations for direct admissions, providing an arrival time and assigned bed on the phone when possible
• Create Invision accounts for all direct admit patients and add patients to the “Inbound Patient List” in McKesson RapidView via RCO Invision®
• Ensure patient location is updated in RCO Invision when patients arrive to unit
• Performs other similar and job related duties as required or directed.
• Maximize Utilization of Beds and Mitigate Patient Flow Issues
• Monitor hospital-wide patient movement goals
• Monitor the usage of the “Request Report” button and follow up on assigned, clean beds that are not occupied after 40 minutes
• Escalate delays to the PFN/ Admitting Operations leadership
• Monitor emergency department boarder times for patients waiting to be placed in a bed on a unit
• Monitor the pre-admitted/special procedures patients and the surgery schedule to anticipate admission bed requests
• Evaluate appropriateness of bed holds and escalate to the PFN/ Admitting Operations leadership as necessary
• Optimize McKesson RapidView to communicate cancelled discharges and “Priority 1, 2, and 3” clean requests
• Follow up on Expected Discharge Dates that have exceeded one hour
• Departmental Responsibilities
• In conjunction with the nursing supervisor, identify available beds within the City of Boston when census is at 100 percent to accommodate patients in the Emergency Department
• In conjunction with the nursing supervisor, act as in house administrative representative during off hours. Act as a resource for other departments by providing information on specific issues.
• Prepare and reconcile daily census to ensure accurate generation of charges. Identify and resolve census issues to prevent loss of revenue
• Collect, analyze and summarize daily census to ensure accurate financial and statistical reports. Must provide manual statistical reports during any period of technical "down time" as needed.
• Consult with all levels of professional and administrative support staff. Must offer a pleasant and receptive environment for incoming patients. Must be courteous and tactful when handing sensitive issues.
• Provide backup coverage for evening/midnight shifts during emergency situations
• Take a proactive approach to presenting challenges and potential solutions to PFN/ Admitting Operations leadership as identified for continuous improvement.
• Perform other similar and job related duties as required or directed

Qualifications

JOB KNOWLEDGE AND SKILLS:

• High level of interpersonal skills necessary to establish working relationships with physicians, administrative and nursing staff.
• Ability to function independently, without supervision and establish work priorities.
• Ability to maintain close attention to detail.
• High level of technical skills necessary to learn various systems and operate efficiently between them efficiently
• First-hand knowledge of hospital and interdepartmental hospital functions.
• Knowledge of third party billing a plus

EDUCATION:

• High School Diploma required 
• Associate's Degree preferred but not required

EXPERIENCE:

• Three years progressively more responsible experience in a hospital admissions office or related function
• An equivalent combination of education and experience, which provides proficiency in the areas of responsibility listed above, may be substituted for the above education and experience requirements.

WORKING CONDITIONS/PHYSICAL DEMANDS:

• Normal office setting

Additional Information

All your information will be kept confidential according to EEO guidelines.

AMERICANS WITH DISABILITIES STATEMENT:

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Tufts Medical Center reserves the right to modify position duties at any time, to reflect process improvements and business necessity.

COVID-19 POLICY:

Please note that effective October 1, 2021, as a condition of employment at Tufts Medical Center, all employees and new hires must have received their complete dose of the COVID-19 vaccine, unless they have been granted an exemption.