Bed Management Associate

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Bridgeport, CT
Jan 15, 2019


Job Description

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values-integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.


The Bed Management Associate (BMA) is responsible for patient placement in the acute care setting and the coordination of staffing plans for Patient Care Services (PCS) units. Through utlization of multiple computer systems including EPIC, enhances patient throughput and provides accurate staffing and scheduling data. The BMA is responsible for verifying, reconciling and broadcasting the hospital census to the distribution group. The BMA works in conjunction with the Bedflow Manager (BFM) or Off Shift Administrative Manager in the facilitation of continuous patient throughput from all points of entry and internal transfers. The BMA is an essential member of the Safe Patient Flow (SPF) team and collaborates with others to achieve organizational strategic goals and objectives.

  • 1. Patient Throughput
  • 1.1 Assigns all elective and emergent admissions and transfers including adult non-maternity and pediatric patients.
  • 1.2 Assigns beds based on established protocols dependent upon patient demographic and clinical indicators.
  • 1.3 Updates Bed Management System daily with Operating Room and Surgease bed requests.
  • 1.4 Reviews next day or Monday Surgical schedules and plans bed assignments.
  • 1.5 Collaborates and communicates with physicians, outpatient clinics and offices and other hospitals in the acceptance of direct admission and patient transfers.
  • 1.6 Works collaboratively with the Bedflow Manager and Off Shift Administrative Manager for consultation on complex admissions regarding the appropriateness of patient placement.
  • 1.7 Exercising sound judgment and skill, when census is high, identifies the need to assign patients to appropriate overflow beds.
  • 1.8 Increase bed capacity by identifying barriers in bed assignment processes and collaborate with management team in the resolution of these issues.
  • 1.9 Documents and reports on timeliness of patient placement activities and issues of concern related to efficient throughput using system report writer capabilities.
  • 1.10 Develop effective relationships with all nursing unit clinical and support staff to facilitate communication and enhance patient flow/bed placement.
  • 1.11 Develop effective relationships with Environmental Support Services to support the identification of bed cleaning status as needed to facilitate patient placement.
  • 1.12 In concert with the Bedflow Manager evaluates the appropriateness of requested transfers within the hospital.
  • 2. Census Verification
  • 2.1 Using the bed management system, documents as appropriate all bed movement activity to assist in the census compilation for distribution within the hospital to support hospital wide budget and financial goals.
  • 2.2 Accurately verifies, reconciles and broadcasts the three census points to the census distribution group.
  • 2.3 Maintains a high degree of accuracy in recording all bed-movement information so as to ensure that data provided to administration for use in volume analysis and patient care division budgeting is accurate.
  • 2.4 Identifes discrpeancies in all computer systems in the identification of variances in patient census information.
  • 3. Technology Resource Management
  • 3.1 Maintains strong working knowledge of EPIC and bed tracking reports along with all other applicable systems that will affect and support bed placement activities.
  • 3.2 Maintains strong working knowledge of Excel in order to accurately document and publish the three census reports.
  • 3.3 Strong ability to multitask, utilizing multiple computer systems to support efficient decision making and patient placement efforts.
  • 3.4 Ability to function within down time procedures with no effect to timely placement activities.
  • 3.5 Works collaboratively with management team to correct issues related to inaccuracies in patient location, visit type, and other demographic information to assure validation of census information.
  • 4. Resource Management
  • 4.1 The Bed Management Associate provides support in other designated work environments within PCS to support department and patient needs.
  • 4.2 Participates in designated PCS workgroups to support team building and communication enhancements within the area.
  • 4.3 Attends all in-services and staff meetings as appropriate.
  • 5. Supports Organizational and Departmental Goals
  • 5.1 Performs all functions in accordance with established policies and procedures.
  • 5.2 Considers departmental and physician preferences in the bed assignment process.
  • 5.3 Demonstrates and applies sound knowledge of policies and procedures, when performing all bed assignment and census verification duties.
  • 5.4 When asked, is able to communicate information appropriately to PCS management staff as well as customers, patients, co-workers and others.
  • 6. Staffing and Scheduling Management
  • 6.1 Participate in report between Off Shift Administrative Manager and staffing personnel.
  • 6.2 Utlizes the Kronos system for staffing to ensure an efficient and paperless process.
  • 6.3 Using Kronos system, proactively reviews staffing, identifies and problem solves projected staffing deficiencies.
  • 6.4 Manages staffing for oncoming shifts and or adjusts staffing as matrix and census warrants.
  • 6.5 Assigns supplementary staff (Resource Support Unit (RSU) and RSU critical staff) to meet hospital needs.
  • 6.6 Documents staff assignments and flex time coordinated through the staffing office in the Kronos system.
  • 6.7 Documents sick calls and absences in Kronos system (real time) and notifies unit.
  • 6.8 Reviews requests and assigns staff to perform direct observation of patients identified to be at risk for injury.
  • 6.9 Available to Nurse Managers and others as needed to answer questions and provide guidance regarding the Kronos Scheduler.
  • 7. Service Excellence
  • 7.1 Ensures smooth functioning of the bed management process in order to reduce wait times and avoid unnecessary movement of patients.
  • 7.2 Models customer service standards and demonstrates value for all people in the work environment.
  • 7.3 Ensures the confidentiality of patient, staff, and management data.
  • 7.4 Attends customer service training programs and staff meetings to support model behavior.
  • 7.5 Follows department guidelines and identifies events where the service to a customer was less than optimal and appropriately initiates and carries through the service recovery process.
  • 8. Other
  • 8.1 Other duties may be assigned based on departmental and or organizational need.

    Other information:
    Associate Degree in Business, Health Administration/Health Services, or related field required or relevant strong customer service/technology/healthcare equivalent experience (i.e. EMT-B or EMT-P strongly preferred).
    Three (3) or more years experience in a hospital/healthcare environment with experience in coordinating and managing patient flow activities and accurate bed placement to support the delivery of patient care. Strong clinical understanding of patient diagnoses and related care needs.
    Excellent interpersonal, analytical, assessment, and computer skills to support critical decision making in effective bed management. Ability to effectively communicate with physicians, housestaff, and nursing leadership in identifying patient clinical needs and coordination of delivery of care. Must be able to prioritize and re-evaluate continuously based on urgent requests and patient flow challenges. Must be able to work under intense pressure with ability to problem solve and multi-task.
    The coordination and timely identification of patient need and availability to bed resources; and the coordination with nursing leadership in the identification of issues related to obstacles in patient throughput and the active participation in the resolution of obstacles. Accurate census documentation and distribution to support compliance with staffing guidleines is key to supporting financial goals.
    Position requires application of a variety of policies and procedures related to patient throughput and staffing functions. Must be capable of independent judgment and critical analysis related to urgent patient needs and clinical throughput issues.Must be able to identify opportunities to support immediate action to facilitate patient throughput and delivery of appropriate care. Excellent communication skills are needed to communicate with members of the healthcare team to support appropriate bed placement.

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    Job Info

    Job: 1921

    Department: Staffing and Bed Management
    Category: Admin Support
    Status: Part Time With Benefits
    Shift: DAY/EVENING
    Hours: 32.00