IP and CSS Admission Coordinator

POSITION SUMMARY:

Boston Medical Center is seeking an administrative professional for its psychiatric inpatient hospital and it’s Clinical Stabilization Services (CSS) unit located in Brockton, MA. BMC Brockton Behavioral Health Center provides cutting edge inpatient treatment and stabilization for individuals experiencing complex mental health and substance use needs. The individual is part of a multi-purpose team responsible for providing quality care services to patients by supporting the daily operations of the inpatient psychiatric unit or CSS, assisting with admissions, and/ or discharges. The specialty coordinator will perform administrative and clerical tasks as needed, including answering phones, assisting with patient registration, assisting with intake requests, admissions and discharges. This individual functions as a member of the interdisciplinary treatment team with primary responsibilities for unit management, but will be called upon to assist with admissions and/or discharge planning as needed, and will serve as cross coverage for any administrative needs in CSS and IP.

Position: IP and CSS Admission Coordinator

Department: Brockton Behavioral Health

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

• Review incoming referrals from PCC, email, fax, EPIC, and other portals to gather necessary information to evaluate patient for appropriateness of admission to InPatient Psych and/or Clinical Stabilization Services

• Screen patient records for appropriateness based on preset guidelines, escalating to clinical leadership as appropriate

• Complete admissions screening directly with patient as appropriate

• Set up methadone guest dosing for patients accepted to CSS

• Communicate accepted or denied patients to referral source in a timely, professional manner

• Register patients in EPIC, add patients to bed board, and communicate all essential information to clinical care teams

• Create patient charts and distribute to units

• Assist with data collection and reporting that complies with local, State and Federal regulations

• Contacts the referral source(s) and appropriate professionals involved in the patient’s care to inform them of patient status and to obtain any additional information that might facilitate the treatment process

• Obtain insurance information

• Complete Admissions paperwork

• Referral log creation and maintenance

Unit Management

• Coordinate and prioritize tasks, maintaining daily flow of the unit in a complex, rapidly changing environment

• Communicate with staff, families, and other departments utilizing effective Preparing the Treatment plan for patients, compiling the paperwork, patient identification labels and organizing the paperwork.

• Restock clinical and administrative supplies

• Collect insurance authorizations, as appropriate

• Answer telephone and relay messages to interdisciplinary team

• Sort mail and distribute mail

Administrative

• Provides a friendly and welcoming greeting to all visitors to the Brockton Behavioral Health Center

• Answers telephone calls in a courteous manner, assures that all messages for Center administrators, physicians and designees are accurate and forwarded promptly to the administrator, physician and/or designee.

• Ensure regular checking of voicemail and email, including signing out voicemail during time away.

• Interview all patients, families or referring physicians to obtain all financial, clinical, and demographic information required for reimbursement for services rendered. Enters patient registration data into appropriate systems according to established procedures to ensure proper reimbursement from third party payers and patients.

• Directs patients with financial concerns and directs them to staff who can assist them in the completion of necessary forms and applications for financial assistance from private and/or public funding.

• Must provide closed-loop communication about all tasks, including being forthright if unable to complete the task

• Maintains department files, and responds to inquiries from personnel, patients and physicians.

• Ability to cope with high-pressure situations and demonstrate independent thinking and decision making as well as a high level of diplomacy.

Discharges

• Collect discharge charts from the units

• Scan relevant paperwork to patient electronic medical record (EMR)

• Validate and confirm information included in electronic medical record prior to shredding patient chart

Additional Duties

• Reviews/discusses admission and discharge planning activities at team meetings.

• Ability to work both independently and within a team

• Ability to handle multiple assignments simultaneously; prioritizing appropriately

• Excellent interpersonal skills and flexibility in adapting to a rapidly changing environment

• Maintain confidentiality of all patient care information to assure rights are protected

• Maintain a good working rapport with interdepartmental personnel, as well as other external referring agencies

• Additional tasks as assigned

Environmental Demands :

• May have to work effectively in noisy and/or congested areas.

• May be exposed to traumatic situations, including violent patients, medical emergencies or suicide attempts.

• May be required to work a schedule based upon operational needs (alternate shifts, weekends, holidays, or Float as needed).

Position Summary :

Functions as a member of the interdisciplinary treatment team with primary responsibilities for discharge planning and other case management duties.

Essential Job Functions :

• Preparing the Treatment plan for patients, compiling the paperwork, patient identification labels and organizing the paperwork.

• Scheduling aftercare appointments and plans for patients including PCP’s, Psychiatrists, outpatient therapist, living arrangements, transportation, continued next level services.

• Coordinating aftercare releases for patients and faxing records to the providers.

• Completing page 1 of the patients discharge plan which identifies aftercare plans and follow up treatment.

• Data entry for patients being discharged for certain managed Medicare/Medicaid contracts.

• Coordinating patient transfers to other treatment settings.

• Well organized, sets priorities….

• Actively seeks alternative levels of care as indicated by assessments.

• Assists Case Managers with discharge patient planning.

• Meets with therapists daily to review impending discharges.

• Reviews/discusses discharge planning activities at team meetings.

• Contacts the referral source(s) and appropriate professionals involved in the patient’s care to inform them of patient status and to obtain any additional information that might facilitate the treatment process.

• Advocates on behalf of the patient to maximize available services.

• Acts as liaison for patients and their families to various community agencies, hospital consultants and services.

JOB REQUIREMENTS

EDUCATION:

Associates or Bachelor’s Degree in psychology or related human services field desirable.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED :

CPR certification required. CPI competency required.

EXPERIENCE:

2 years’ experience in an inpatient setting or 3 years’ experience in psychiatric patient care preferred.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE : This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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