Staffing and Patient Flow Coordinator

Position Summary

The Staffing Coordinator is responsible for coordinating nursing staffing, scheduling, patient placement, and throughput activities to ensure safe, efficient, and cost-effective operations across the hospital. This role serves as a key operational partner to nursing leadership by providing real-time staffing support, bed management oversight, data analysis, and system administration for staffing and patient flow technologies. The Staffing Coordinator utilizes workforce management and patient throughput systems to optimize staffing resources, support quality patient care, improve operational efficiency, and ensure compliance with organizational, regulatory, and financial requirements.

Key Responsibilities

Nursing Staffing & Scheduling Coordination

• Coordinate daily staffing and scheduling activities for all nursing departments.
• Collaborate with directors, managers, supervisors, charge nurses, and clinical leaders to ensure appropriate staffing levels based on patient census, acuity, and operational needs.
• Monitor and adjust staffing allocations to promote safe patient care and efficient utilization of labor resources.
• Maintain the accuracy and integrity of staffing schedules and related workforce data.
• Facilitate staffing and bed management huddles and communicate staffing recommendations to nursing leadership.
• Assist with the development, implementation, and education of staffing and scheduling policies and procedures.
• Provide training and support for staffing and scheduling systems, including onboarding and one-on-one education for nursing leaders and end users.
• Communicate scheduling timelines, deadlines, and workforce planning requirements to nursing leadership.

Patient Throughput & Bed Management

• Coordinate patient placement activities to support timely admissions, transfers, and discharges.
• Monitor bed availability and ensure accuracy of patient placement systems.
• Collaborate with nursing leadership, bed management teams, and patient care departments to facilitate efficient patient flow throughout the organization.
• Assess staffing capacity and patient care needs to support safe patient placement decisions.
• Monitor emergency department throughput metrics and identify barriers impacting patient flow.
• Lead and support initiatives focused on improving throughput, reducing delays, and enhancing patient access.
• Implement and sustain best practices that improve throughput from admission through discharge.

Data Analysis & Reporting

• Collect, analyze, and interpret staffing, patient throughput, productivity, and quality data.
• Generate operational, financial, regulatory, and quality reports for nursing leadership and organizational stakeholders.
• Ensure the accuracy and timely submission of required databases and benchmarking reports, including nursing quality metrics.
• Identify trends and opportunities for improvement related to staffing utilization, patient flow, and operational performance.
• Support reporting requirements related to finance, accreditation, Magnet designation, and regulatory agencies.

Systems Administration & Technology Support

• Serve as a system administrator for TeleTracking and staffing management platforms, including ShiftWise.
• Maintain system integrity, user access, security permissions, and data accuracy.
• Coordinate software updates, upgrades, testing, and implementation activities with vendors and technical support teams.
• Troubleshoot system issues and serve as the primary operational resource for end users.
• Develop user documentation, training resources, and best practice guidelines to maximize system utilization.
• Monitor integration and interface functionality between staffing, patient flow, and clinical information systems.

Agency Staffing Administration

• Support administration of agency staffing programs and electronic agency scheduling systems.
• Review agency staffing documentation, invoices, and utilization reports for accuracy and compliance.
• Process agency billing information and collaborate with financial services regarding labor expenditures.
• Generate reports related to agency staffing utilization, labor costs, and contract compliance.

Equipment & Resource Management

• Monitor and maintain staffing and patient flow technology equipment.
• Coordinate repairs, replacements, and upgrades of equipment and related accessories.
• Collaborate with Information Systems and vendors to support technology implementation and ongoing functionality.

Qualifications

Education & Experience

• Bachelor's degree in Business, Healthcare Administration, Information Systems, Nursing, or a related field, or equivalent combination of education and experience.
• 2-3 years of experience in healthcare staffing, scheduling, bed management, workforce management, data analytics, healthcare operations, or related areas.
• Experience working with staffing, scheduling, patient flow, or healthcare information systems preferred.

Knowledge, Skills & Abilities

• Strong analytical and problem-solving skills.
• Advanced organizational and time management abilities.
• Proficiency in Microsoft Excel, Word, PowerPoint, and healthcare workforce management systems.
• Excellent communication and interpersonal skills with the ability to collaborate across departments.
• Ability to interpret data and provide actionable recommendations.
• Ability to work independently and effectively manage multiple priorities in a fast-paced healthcare environment.
• Knowledge of hospital operations, patient throughput, staffing practices, and healthcare regulatory requirements preferred.

Physical & Working Conditions

• Ability to work in a fast-paced healthcare environment with frequent interruptions and changing priorities.
• Ability to utilize computer systems and related equipment for extended periods.
• May require local travel between hospital sites.
• Ability to lift up to 35 pounds, with appropriate patient handling procedures followed when applicable.

Ideal Candidate Profile: A highly organized healthcare operations professional with experience in staffing coordination, workforce management, patient flow, bed management, and data analytics who can effectively balance staffing resources, patient placement needs, and operational goals while supporting nursing leadership and ensuring excellent patient care outcomes.