Working in close collaboration with the Healthcare at Home charge nurses, providers and administrative manager, the Administrative Coordinator is an integral member of a multi-disciplinary team that works closely with management and clinical staff. Under the direction of the Administrative Manager, this role coordinates and communicates all activities within the Home Hospital. The Admin Coordinator will work directly with patients and families to coordinate screening, consent and enrollment into the Home Hospital Service, a novel program designed to treat acutely ill patients in their homes. Additionally, the role includes tracking referrals, admissions, document management, communicating all aspects of the workflow status, and promoting an ongoing culture of collaboration and efficiency throughout the patient intake process. This role also supports scheduling, collection of patient supplies and equipment, and other administrative functions as assigned.
This individual will be expected to possess and/or develop an in-depth working knowledge of Healthcare at Home and Home Hospital specifically to drive value for patients and the organization.
The Opportunity
We are seeking a full-time, 40 hour Administrative Coordinator to support Home Hospital onsite at Newton-Wellesley Hospital. The schedule is Monday through Friday from 8am to 4:30pm.
Please note, Home Hospital is a 7 day per week operation and delivering care days, evenings, weekends and holidays. There will be a rotation for weekend and holiday shifts. This role may require local travel to other Mass General Brigham sites during orientation (for training/precepting purposes) or during times of staffing shortages or other extenuating circumstances (for cross coverage purposes).
Responsibilities
Serves as a liaison between various internal groups/departments and/or external resources as directed
Facilitates patient screening and enrollment into the home hospital program, as well as coordinates transfers of new patients
Serves as administrative on-site coordinator for operational Home Hospital functions, including collection and organization of patient supplies, pharmaceuticals and equipment, scheduling of admissions and ensuring timely patient transport, and scheduling patient admission and future provider appointments
Assists in arranging vendor support at intake for patients, such as home health aides, meal delivery, infusion services, etc.
Daily census reporting and tracking of patient census metrics
Conducts criteria screening of patients, safety screening and surveys, and assists with consenting patients into Home Hospital
Coordinates operations and all efforts across the Home Hospital portfolio and ensures that performance is aligned and communicated to all key stakeholders
Ensures compliance with all regulatory, compliance, quality and patient safety goals and standards
Support supply chain and materials management functions, including organizing supplies, checking supply par levels in storage rooms, ordering and coordinating patients' supply kits for admission into Home Hospital
Coordinates with other site administrative managers and the broader Home Hospital team
Assists with onboarding support staff
Ad hoc administrative requests as needed
Qualifications
Skills/Competencies
Effectiveness at establishing and managing multiple large-scale, multi-faceted projects simultaneously that require interdepartmental and multi-institutional cooperation
Experience working with physician, nursing and administrative leaders in a hospital
Excellent communication and interpersonal skills
Analytical and detail oriented with strong problem-solving skills
Ability to influence and drive tasks to completion
Highly organized, able to manage multiple projects at one time
Self-starter, proactive, comfort with ambiguity
Ability to determine, delegate, and prioritize tasks needed
Answers and responds to Home Hospital service-related calls within an appropriate timeframe.
Ability to independently develop and implement projects with minimal supervision and prioritize the same to adhere to timelines and deadlines
Highly flexible and ability to adapt to change quickly
Capable of thriving in a fast-paced environment and able to work well under pressure
Possesses intermediate proficiency in Microsoft Windows Office Suite (Excel, Access, OneNote, PowerPoint)
Experience with desktop and mobile videoconferencing and collaboration platforms
Must handle sensitive and confidential information with discretion
Requirements
High school diploma required. Bachelor's degree preferred.
Preferred: experience working in a hospital
EEO Statement
Mass General Brigham Home Care is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. All qualified applicants will receive consideration for employment without regard to race, color, religious creed, national origin, sex, age, gender identity, disability, sexual orientation, military service, genetic information, and/or other status protected under law. We will ensure that all individuals with a disability are provided a reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.
