STAFFING COORDINATOR - Nursing Admin - Full Time - Days

Staffing Coordinator - Full Time

Shift: 6:45am - 7:15pm

Job Description: 

PATIENT POPULATION:
The patient population served can be all patients, including geriatric, adult, adolescent, pediatric, and newborn. This also includes services which affect facility staff, physicians, visitors, vendors and the general public.

POSITION SUMMARY:
Under the direct supervision of the Vice President of Patient Care Services or the Nursing Shift Supervisor, the Staffing Coordinator is responsible for determining daily staffing needs for each nursing unit to ensure adequate, safe staffing in collaboration with the Nursing Unit Directors/Clinical Managers. Is responsible for adjusting staffing levels in response to the dynamic needs of each unit on a continuing basis. Additional responsibilities include assigning ready beds to patients waiting admission or transfer from all areas of the Hospital or externally in a timely manner.

Maintains all related records for staffing and attendance in the Patient Care Services Department. Generates and maintains Patient Care Services database producing statistical reports as directed by Patient Care Services Administration/Management.

Must be able to work normal/scheduled working hours to include Holidays, call-backs, weeknights, weekends, and on-call. Agrees to participate, as directed, in emergencies and community disasters during scheduled and unscheduled hours. As a designated disaster service worker you are required to assist in times of need pursuant to the California Emergency Services Act.
(Gov’t. Code §§ 3100, 3102)

Needs to recognize that they have an affirmative duty and responsibility for reporting perceived misconduct, including actual or potential violations of laws, regulations, policies, procedures, or this organization’s standards/code of conduct.

The employee shall work well under pressure, meet multiple and sometimes competing deadlines; and the incumbent shall at all times demonstrate cooperative behavior with colleagues and supervisors.

EDUCATION/TRAINING/EXPERIENCE:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

To perform this job successfully, an individual should be a high school graduate or equivalent with minimum of three (3) years of experience in similar work setting. Business Education preferred. Ability to work effectively with others.

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence if required.

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages if required.

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

To perform this job successfully, an individual should have good clerical skills, computer data entry experience required.

LICENSURE/CERTIFICATIONS:
To perform this job successfully, an individual should be a high school graduate, or equivalent, with minimum of three (3) years of experience in a similar work setting. Business Education preferred.

Responsibilities and Essential Functions:
*Indicates Essential Function

1 * Coordinates daily staffing needs for each nursing unit to insure mandated and established norms on staffing.
a. Obtains all units daily staffing information by and by 1500 for night shift and projects for the next day shift based on current census.
b. Distributes staff available as indicated by staffing guidelines and unit acuities and communicates variations in unit specific needs through the Nursing Unit Director/Clinical Manager.
c. Plans ahead, replaces or increases/decreases personnel for oncoming shifts as patient census and staffing needs change.
d. Obtains pre-authorization when calling in staff for overtime from the Nursing Unit Director/Clinical Manager.
e. Calls off personnel as needed after consulting with the Nursing Unit Director/Clinical Manager.
2 * Receives all nursing personnel sick/absent calls. Coordinates and adjusts staff schedules accordingly.
a. Notes sick/absence on individual in UKG Absence Notice Sheet.
b. Notifies Nursing Unit Director/Clinical Manager when sick/absent call is received.
c. Manages multiple issues at the same time and adapts to needed changes in staffing as quickly as possible.
3 * Serves as liaison with Nursing Management, Registration, Clinical Manager and Ancillary Services to coordinate appropriate nursing support for inpatient and outpatient units.
a. Communicates directly with Registration, Clinical Manager and Ancillary Services to coordinate appropriate nursing support for Inpatient or outpatient services.
b. Identifies problems and/or irregularities with daily staffing process or Matrix and reports them to Department Director/Clinical Manager.
4 * Finalizes eight (8) week schedules for Nursing department three (3) weeks prior to commencement of scheduled work period or as soon as received.
a. Adjusts and balances eight (8) week patterned schedules for Nursing staff.
b. Approves/Denies vacation request for days off and schedules change request, taking into consideration overtime, category of staff and minimum staffing requirements.
c. Creates and maintains open shift needs list sign-ups and updating of electronic schedule daily.
5 * UKG electronic scheduling system updating and maintenance training and continuing education on Kronos updates.
a. Updates UKG scheduler set up with employee grouping.
b. Maintains and adds schedule templates and patterns and workload set up.
c. Maintains access profiles for new employees.
d. Attends UKG seminars/training to better department's scheduling/timekeeping needs.
e. Conducts UKG training classes and individually train staff as needed.
f. Troubleshoots and solves UKG scheduling or timekeeping system issues.
g. Creates user friendly training material.
6 * Bed Coordinator.
a. In collaboration with Unit Resource/Charge Nurse, the Bed Coordinator assigns patient beds.
b. Performs bed availability on a continuous basis either by phone or rounding on each Unit to include potential discharges, transfers and surgical procedures that may impact patient flow.
c. Maintains close communication with all Units to monitor for down-graded patients and assign beds as appropriate.
d. Collects patient information and notifies appropriate staff of admit.
e. Maintains close communication with Emergency Department Charge Nurse to ensure rapid assignment of available beds and potential new admits.
f. Scheduled surgeries are reviewed with Operating Room Lead R.N. and a strategy for bed placement is developed.
g. Ensures appropriate patient placement and utilization with consideration including: severity of illness, intensity of service, need for isolation, risk for falls, altered mental status, age, availability of beds, and availability of qualified competent staff. Consults clinical expert as needed.
h. Communicates effectively with appropriate Physicians, Nursing Directors and Clinical Managers during times of shortage of available beds or staffing occurs.
i. Provides accurate and timely follow-up with staff, physicians, patients, families and sending facilities
j. Demonstrates competence in current knowledge of specific Unit placement criteria.
k. Coordinates interdepartmental transfers and discharges.
l. Responsible for timely bed assignment prioritizes admissions from multiple areas ensuring patients are placed in a timely manner.
m. Works closely with Unit Manager, Charge/Resource Nurse to properly place related admissions, transfers and discharges.
n. Works on Departmental Performance Improvement projects as assigned, throughput data collection.
7 * Performs other duties as requested.
a. "Answers telephone, takes messages, directs calls and communicates appropriate information to Nursing staff, Manager, Director and
Administration.

b. "Maintains established Departmental policies and procedures, objectives, Quality Improvement program, safety, environmental and infection control standards.

c. Cooperatively completes special assignments within allotted time.
d. "Greets all people in a polite and caring fashion. Utilizes courteous telephone skills.

e. "Documentation reflects compliance with established Hospital policies and procedures.