Reporting to the Senior Manager of Patient Access, Admitting Services, the Administrative Supervisor is responsible for general management of Patient Placement Coordinators, Capacity Coordination Center (CCC), MGH MD Connect, Central OR Scheduling, Admission Coordination, Birth Registration, and non-emergent Ambulance Coordination. Duties include but are not limited to: staffing, training and supervision of all divisions; development and adherence to State, Hospital, and Department policies and procedures; systems development; compliance with State Law in processing Death Certificates and coordination of Organ Procurement for deceased patients; compliance with State requirements for Birth Registration and statistical reporting. Works with Hospital Leadership to develop strategic initiatives improving hospital throughput, customer satisfaction, patient care, and reimbursement. Responsible for the operational and financial components of areas mentioned above. Working collaboratively with the Administrative Manager, the incumbent will maintain oversight responsibility for approximately 27 FTEs. Participates in mentoring employees, development of Department goals, objectives, and strategic vision. Works to foster a positive and collegial working environment. Responsible for 24/7 patient placement coverage, including immediate response to disaster situations.
Principal Duties and Responsibilities
Provides daily oversight to front end activities that support expeditious patient scheduling, placement, and welcoming activities. Works closely with clinical areas to ensure seamless processes for patients, families, and staff.
Monitors and supervises work of Admitting Services to ensure that Admitting policies, procedures, and standards for performance are maintained and administered in an equitable and consistent manner. Ensures quality and performance standards.
Mentor, coach, and enhance employees throughout the Department. Ensures proper hiring methods are adhered to and equal opportunity employment endeavors are met. Actively works to ensure resolution of employee issues and concerns. Participates in corrective action processes and timely completion of employee performance evaluations.
Manages Patient Access and Capacity Coordination Center area, on a 24/7 basis, in the event of disaster or system downtime. Oversees staff training and readiness for such events and manages ongoing issues during events.
Responsible for monitoring daily inpatient patient flow through all portals of entry; ED, OR, hospital transfers, and front door admissions; facilitating thoughtful decision-making with clinical staff around placement prioritization.
Provides multiple daily bed status reports to hospital community in collaboration with various clinical areas to determine when bed situation escalation process needs to be invoked.
Acts as a liaison from Admitting Services to departments and multi-disciplinary committees throughout the hospital. Frequent interactions with both internal and external customers.
Handles highly sensitive requests from hospital executives, the Development Office, the International Office, Patient Advocacy, physician leadership, and others around patient placement and activity.
Oversees scheduling process for over 90 operating rooms (MGH Main, MGH Danvers, and MGH Waltham) and coinciding patient activity. Ensures proper guidelines and procedures are followed and manages process and ongoing improvements to system. Works with and fosters strong relationships with OR leadership from multiple sites to manage and address issues on a daily and long-term basis.
Oversees patient valuable collection activities and ensures that valuables are returned to patients and families in a time sensitive and customer-friendly manner. Document unclaimed valuables in accordance with MGB Finance and state unclaimed property guidelines.
Ensures death-related activities such as reports of death, autopsy, and organ procurement requests are done in a time-sensitive and compliant manner. Serves as a coordinating resource to clinical staff, pathology, and funeral homes.
Manages Birth Certificate Registration process and ensures timely and comprehensive statistical reporting to the State.
All other duties, as assigned.Qualifications
• Bachelor’s Degree preferred
• Master’s Degree preferred
• Excellent written and verbal communication skills
• Familiarity with Hospital Environment
• Minimum of 2 years of supervisory/managerial experience preferred
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