Administrative Coordinator
Mass General Brigham Healthcare at Home

Job Info

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Summary of Position

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.

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

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

Qualifications
Requirements

• High school diploma required. Bachelor's degree preferred.
• Preferred: experience working in a hospital

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