Shift Coordinator -40 Hours Day

McLean Hospital is a comprehensive psychiatric hospital committed to providing easy access to superior quality, cost-effective mental health services in the Boston area, Massachusetts and beyond. Since 1811, McLean Hospital has been a world leader in the treatment of mental illness and chemical dependency, research into the cause of mental illness and the training of generations of mental health care providers. McLean's multidisciplinary programs treat a broad range of psychiatric illnesses across the full continuum of care.

Under the direction of the Nurse-Manager and in partnership with other members of the Pavilion's multi-disciplinary team, the Shift Coordinator is a responsible for a wide variety of administrative and operational tasks that support a highly therapeutic milieu, optimal workflow, and safe physical environment for both patients and staff. It is a versatile role that requires flexibility, communication, and close attention to detail.

Duties and Responsibilities:

STAFF SUPPORT:

SCHEDULING:

• PREPARING AND FINALIZING STAFF SCHEDULES
• PROCESSING STAFF SCHEDULE/ TIME OFF REQUESTS
• ARRANGING COVERAGE FOR: VACATIONS, SICK/TOWP, STAFF VACATIONS, CPR/CPI TEC
• SCHEDULING AND TRACKING MANDATORY CLASSES: CPR/CPI
• MAINTAINING PER DIEM CONTRACT RECORDS (ENSURE CONTRACTS ARE SIGNED AND KEPT ON FILE)
• REPORTING HOURS OF FLOAT STAFF TO NURSING ADMINISTRATION AND PAYROLL
• TIMEKEEPING RESPONSIBILITIES AS ASSIGNED
• SCHEDULING STAFF ESCORTS FOR OUTSIDE CONSULTS WHEN NECESSARY AND APPROVED
• ENSURING STAFF CONTACT/ DISTRIBUTION LISTS ARE UP TO DATE AND AVAILABLE TO ALL STAFF
• RECORDING AND DISTRIBUTION OF WEEKLY NURSING STAFF MEETING MINUTES

UNIT SUPPLIES:

• ORDERING REQUIRED PRINTED FORMS
• ORDERING OFFICE SUPPLIES THROUGH STAPLES/ OTHER PHS APPROVED VENDORS
• ORDERING DIETARY SUPPLIES (COFFEE, CUPS, CUTLERY, DISHWARE ETC.)
• EBUY ORDERS/ SPECIAL REQUESTS
• FOLLOWING UP ON ALL REQUISITIONS

EPIC:

• DISTRIBUTE ROUNDS NOTES THROUGH EPIC
• ENSURE PATIENT LEAVE OF ABSENCES REFLECT ACCURATE BILLING ACCOMODATIONS

ENVIRONMENTAL:

• SUBMITTING WORK ORDERS FOR PHYSICAL REPAIRS
• COMMUNICATING WITH HOUSEKEEPING FOR UNIT NEEDS
• COORDINATING OUTSIDE CLEANING SERVICES FOR ITEMS THAT REQUIRE SPECIAL CARE
• FOLLOWING UP ON PENDING REQUESTS
• ENSURING FACILITIES MEET DMH/JCOMM STANDARDS PRIOR TO INSPECTION

OFFICE EQUIPMENT:

• TROUBLESHOOTING ISSUES WITH PRINTERS, FAX MACHINES, COMPUTERS, REFRIGERATORS, TELEVISIONS, COFFEE MACHINES ETC.
• COORDINATING REPAIRS WHEN NEEDED

COORDINATING PROJECTS:

• DISCUSSING WORKFLOW ISSUES WITH REPRESENTATIVES FROM PEC.
• TV INSTALLATION ETC.

PROVIDING COVERAGE FOR PATIENT SCHEDULER:

• CREATE AND LINK DAILY APPOINTMENTS TO EPISODES OF CARE
• CREATE DAILY APPOINTMENT SCHEDULES FOR ALL PAVILION PATIENTS
• REGISTER NEW PATIENTS WITH MGH AND UPDATE SPECIAL BILLING CENSUS WITH ADMISSION DATE, DISCHARGE DATE, AND MGH MRN
• COORDINATE WITH ON AN OFFSITE PROVIDERS TO ENSURE ALL COMPONENTS OF PAVILION WORKUP ARE SCHEDULED DURING THEIR INITIAL 14 DAY STAY
• RESCHEDULE ANY ESSENTIAL CANCELED APPOINTMENTS TO BE COMPLETED ON AN OUTPATIENT BASIS WHEN NEEDED

MISCELLANIOUS:

• GROCERY SHOPPING FOR UNIT WHEN NEEDED
• PROCUREMENT OF ALL NECESSARY NON-FOOD ITEMS FREQUENTLY USED ON THE UNIT (PAPER TOWELS, NAPKINS, DETERGENTS, CLEANING SUPPLIES, BED LINENS, BATH TOWELS ETC.)
• MAILING PATIENT BELONGINGS LEFT BEHIND
• PRINTING/ PHOTOCOPING FORMS
• MAINTAINING SUPPLIES FOR PRINTERS
• ADMINISTRATIVE SUPPORT TO PAVILION PROVIDERS
• WRITING AND REVISION OF UNIT SPECIFIC POLICIES, PROCEDURES AND PROTOCOLS
• COMPILING/ SENDING RECEIPTS TO ADMINISTRATION FOR EXPENSE REPORTING
• EXPENSE REPORTING

Orientation and Continuing Education

• schedule and document required trainings, classes, and certifications for new nursing staff
• maintain orientation records, including required (CPR/CPI) certifications and renewal dates
• assist in scheduling and communicating required trainings
• update and distribute staff contact lists as needed
• assist Nurse-Manager in updating and communicating policies, procedures, etc.
• communicate time-sensitive information to Pavilion staff and other McLean departments
• adhere to strict HIPAA guidelines in all communication

All McLean team members are expected to consistently demonstrate our values of integrity, compassion, respect, diversity, teamwork, excellence and innovation in their work activities and interactions.

QUALIFICATIONS:

Bachelor's degree or three years of related experience required.

Experience in the healthcare field preferred

SKILLS/ ABILITIES/ COMPETENCIES REQUIRED:

Good communication skills, good writing skills and good organizational skills