Bed Management Associate

New Haven, CT
May 10, 2019

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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.

EEO/AA/Disability/Veteran

Summary:
The Bed Management Associate (BMA) is responsible for all functions and responsibilities related to patient placement to inpatient beds in all of the five acute care hospitals (Yale-New Haven Hospital, Bridgeport Hospital, Greenwich Hospital, Lawrence+Memorial Hospital, and Westerly Hospital). Utilizing effective communication, swift decision making, and effective use of technology, the BMA directs the assignment of all admissions, discharges and transfers within each of the hospitals. The BMA utilizes Epic to assure timely and accurate bed placement as well as demographic, clinical, visit status and insurance information. The BMA is responsible for verifying, reconciling and broadcasting the midnight census of all the hospitals to the appropriate hospital wide distribution group. The BMA works in collaboration with the Clinical Bed Manager in the facilitation of continuous throughput of patients from all points of entry (ED, PACU, direct admissions), the administrator on call, the Off Shift Administrator, Patient Service Managers, physicians and inpatient bed resources throughout the institution. The BMA also works collaboratively with the Associate Chief of Medicine in the determination and identification of appropriate team assignment and coverage. The BMA will also provide support to the ED Registration team and other areas of PFAS as deemed appropriate. Maintains knowledge and understanding of all patient flow processes, surge policies, disaster response, and downtime processes unique to each of the five hospitals.

Responsibilities:
  • 1. Patient Throughput for all of the five acute hospitals, each with a different process related to bed placement - Assigns all patients from emergency room, PACU, elective admissions and in house transfers to the right bed the first time. Assigns physician coverage based on established algorithms and protocols. Works in collaboration with Clinical Bed mangers and transfer facilitators to assure proper placement. Collaborates with EVS to prioritize next and stat cleans to help facilitate patient placement. Must be able to work at any of the five hospitals at any time. Must have a clear understanding of each hospital?s surge policy, disaster plan, alias policy, and the assignment of patients to physicians and teaching teams.
  • 1.1. Assigns all elective and emergent admissions and transfers including adult non-maternity and pediatric patients.
  • 1.2. Assigns medical coverage based on established algorithms and protocols dependent upon patient demographic and clinical indicators.
  • 1.3. Identifies and documents observation patient status and places patients accordingly to designated patient/ED care units.
  • 1.4. Collaborates and communicates with physicians, outpatient clinics and offices and other hospitals in the acceptance of direct admissions and transfers.
  • 1.5. Reviews urgency of transfer activity to hospital related to pending insurance authorization processes coordinated through the PFAS department.
  • 1.6. Works collaboratively with the Clinical Bed Manager and Off Shift Administrators 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 effective bed capacity by identifying barriers in bed assignment processes and collaborates 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.
  • 1.10. Develops effective relationships with all nursing unit clinical and support staff to facilitate communication and enhance patient flow/bed placement.
  • 1.11. Develops effective relationships with EVS to support the identification of bed cleaning status as needed to facilitate patient placement.
  • 1.12. In concert with the Clinical Bed Manager, evaluates the appropriateness of requested transfers within the hospital.
  • 2. Census Verification - Completes Bioterrorism safety protocol in accordance with Hospital preparedness program. Completes Alias process as based on process development. Assures accuracy of work queue completed based on process development.
  • 2.1. Documents as appropriate all bed movement activity to assist in the compilation of the midnight census for distribution within the hospital to support hospital wide budget and financial goals.
  • 2.2. In accordance with the guidelines of the National Bioterrorism Hospital Preparedness Program provides bed counts to the Connecticut Centers of Excellence as prescribed. Completes bioterrorism reports twice daily for each of the five hospitals.
  • 2.3. Verifies, reconciles and broadcasts the midnight census to specific clinical and administrative staff.
  • 2.4. Accurately documents and publish the midnight census.
  • 2.5. 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 100% accurate.
  • 3. Technology Resource Management - Maintains a strong knowledge of EPIC and processes of the ADT Bed Management to support bed placement activities. Strong ability to multi task. Completes understanding of downtime processes. Identifies discrepancies in system which effect the bed placement decisions.
  • 3.1. Maintains strong working knowledge of Epic and bed tracking reports along with all other applicable system that will affect and support bed placement activities.
  • 3.2. Maintains strong working knowledge of Excel in order to accurately document and publish the midnight census.
  • 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. Identifies discrepancies in all computer systems in the identification of variances in patient census information.
  • 3.6. 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. Customer Service - Works with staff to create a physician and employer experience that exemplifies caring, understanding, efficiency and overall quality of service. Demonstrates the ability to balance costumer service with financial needs of each hospital.
  • 4.1. Ensures smooth functioning of the bed management process in order to reduce wait times and avoid unnecessary movement of patients.
  • 4.2. Ensures the confidentiality of patient, staff, and management data.
  • 4.3. Models customer service standards and demonstrates value for all people in the work environment.
  • 4.4. Attends customer service training programs to support model behavior.
  • 4.5. 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.
  • 5. Resource Management - Collaborates with Transfer Facilitator and Clinical Bed Manager to provide support related to bed management tasks which help needs of department. Supports team building and communication of department. Participates in work groups with other divisions of the SBO and attends staff meeting and in-services as required by department.
  • 5.1. In collaboration with the Manager, Bed Management provides the support in other designated work environments within PFAS to support department and patient needs.
  • 5.2. Maintains proficiency in the ED Registration process to support accurate collection of patient demographic, insurance and provided clinical information.
  • 5.3. Participates in designated PFAS workgroups to support team building and communication enhancements within the area.
  • 5.4. Attends all in-services and staff meetings as appropriate.
  • 6. Supports Organizational and Departmental Goals - Models customer service with other departments and performs all functions in accordance to policy and procedures.
  • 6.1. Performs all functions in accordance with established policies and procedures.
  • 6.2. Incorporates departmental and physician preferences in the bed assignment process.
  • 6.3. Demonstrates and applies sound knowledge of policies and procedures, when performing all bed assignment and census verification duties.
  • 6.4. Understands and performs job duties of the Emergency Department Registrar.
  • 6.5. As needed, communicates information appropriately to clinical staff, PFAS/SBO management staff as well as customers, patients, co-workers and others.
  • 7. Continuing Education: Yearly completion of six college credit hours or 20 CME's of education required in medical terminology/bed flow through approved credentialed provider.

    Other information:

    EDUCATION:
    Associate Degree in Business, Health Administration/Health Service required.

    EXPERIENCE:
    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. Strong customer service and technology experience.

    LICENSURE:

    Continuing Education: Yearly completion of six (6) college credit hours or 20 CME's of education required in medical terminology/bed flow through approved credentialed provider.

    SPECIAL_SKILLS:

    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. Must be able to support all job responsibilities of the outpatient emergency department registrar. Knowledge of medical terminology. Demonstrated knowledge of patient flow and clinical coordination in an acute care facility.
    ACCOUNTABILITY:

    The coordination and timely identification of patient need and availability to bed resources; the clinical collaboration between pre-hospital provider and hospital provider to assure clinical coverage and appropriate bed placement; coordination with nursing management/leadership in the identification of issues related to obstacles in patient throughput; the documentation of accurate census statistics that support compliance with financial and regulatory requirements; the reconciliation of all computer system related to census, billing compliance and delivery of care ; adherence to established departmental guidelines, hospital policies and medical staff by-laws as it pertains to all functions at all five hospitals.
    COMPLEXITY:

    Position requires application of a variety of policies and procedures related to admitting department functions, medical staff by-laws and nursing department guidelines. Must be capable of independent judgment and critical analysis related to urgent patient needs and clinical throughput issues unique to each of the five hospitals. Must be able to identify opportunities to support immediate action to facilitate patient throughput and delivery of appropriate care. Must be able to reconcile issues related to inconsistencies between the multiple of computer systems that are utilized in the delivery of care and the balancing of census. Must be able to communicate with physicians effectively to support appropriate team designation, care coordination and bed placement.
    PHYSICAL_DEMAND:

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    Job Info

    Job: 7873

    Department: Transfer Facilitators
    Category: Admin Support
    Status: Full Time
    Shift: EVENINGS
    Hours: 40.00

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