Mental Health Operations Coordinator, Inpatient - Ellis Medicine

The Mental Health Operations Coordinator assists in the daily operations of the inpatient mental health service line. Duties include, but are not limited to, providing support to the Administrative Director, Nurse Manager, Chair of Psychiatry, and the mental health subcommittee of the Ellis Board of Directors. Other duties include staffing coordination of the psychiatry medical staff and inpatient mental health units, physician consults, patient legal status, and the operational/administrative needs of the inpatient departments.

EDUCATION AND EXPERIENCE REQUIREMENTS:

Education:

• Bachelor’s degree with office support and/or mental health experience preferred.
• Associate’s degree will be considered with at 10+ years’ experience in mental health and/or office support.

PRIMARY RESPONSIBILITIES OF THE POSITION:

Operations:

• Monitors and assigns all requests for psychiatry consultation.
• Ensures that legal status of mental health inpatients are completed.
• Ensures retention orders, medication-over-objection orders, and paperwork, scheduling transportation, and coordination with Schenectady County Courts, Mental Hygiene Legal Services, and Ellis’ legal team.
• Responsible for assisting in the maintenance of the calendar, appointments, and meetings for Administrative Director and Chair of Psychiatry.
• Responsible for incoming and outgoing department mail
• Organizes and maintains department files for easy access to information
• Prepares check requests as needed to ensure timely payments
• Works with Medical-Dental Staff and Credentialing Office and ensures onboarding for new psychiatry providers.
• Creates and maintains Psychiatry on-call schedule.
• Distributes on call schedule to appropriate staff and departments once completed
• Responsible for communicating changes for on-call schedule to all departments
• Coordinates psychiatry daily schedule and caseload, time off requests, and assignments.
• Coordinates medical student and resident psychiatry rotations.
• Maintains inventory for all departmental office supplies
• Organizes, sets up and sends out meeting invites, manages attendee list and facilitates conference room audio/visual for regular and ad hoc meetings- including but not limited to:
  • Community Services, mental Health Sub-Committee Board of Directors
  • Inpatient Mental Health Quality
  • Monthly Provider Meetings
• Performs other duties as assigned

Staffing for Inpatient Units:

• Prepares and posts daily staffing
• Maintain optimum staffing on any given shift
• Notifies Nurse manager of any problems in a timely manner
• Projects staffing patterns for the week
• Documents all calls relating to sick calls, late calls, overtime requests, etc.
• Maintains all staffing time changes daily
• Tracks staff late punches and absences and reports to Nurse Manager in a timely manner; ensures Staff Call Out log is up to date
• Responsible for vacation scheduling
• Updates all daily staffing adjustments including sick calls, floats, staff assignments, and sitter codes; enters all scheduling updates in scheduling system
• Assists in accurate record keeping of staffing related materials (LOA, 1:1 sitter log, approved bonuses, vacation requests, education, overtime, staff assignments, 15-minute safety checks, shift safety huddle
• Maintain current knowledge of the staffing system to assist Nurse Manager and staff in the use of the system
• Maintain current knowledge of all policies and procedures related to staffing, including NYSNA contract guidelines and Ellis policies.
• Creates, balances, and publishes schedule
• Trains new staff in API and Clairvia- reviews employee responsibilities for maintaining own timecard; reviews self-scheduling process with new hires and how to view employee schedule to ensure proper attendance. Reviews attendance policy, lateness policy, time off request process, vacation scheduling process, and weekend/holiday rotation assignments
• Maintains staff timecards and prepares for Director approval

PHYSICAL REQUIREMENTS:

Should be able to push/pull, lift/move 35 lb., be able to perform moderately difficult manual manipulations such as using a keyboard, writing, and filing for extended periods of time, must be able to perform tasks which require hand-eye coordination such as data entry, typing and using photo copiers. Mobility requirements may include the ability to be stationary at a workstation for a prolonged period time in addition to being able to squat or be mobile for a reasonable length of time and distance. Communication requirements include the ability to comprehend the spoken English language in addition to being able to communicate and read the English language

Ellis Medicine is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, creed, color, religion, sex/gender, age, national origin, disability, genetic information, predisposition or carrier status, military or veteran status, prior arrest, or conviction record, marital or familial status, sexual orientation, transgender status, gender identity, gender expression, reproductive health decisions, or domestic violence victim status.

Salary Range: $24.75-36-53 /hour Pay is based on experience, skills, and education. Exempt positions under the Fair Labor Standards Act (FLSA) will be paid within the base salary equivalent of the stated hourly rates. The pay range may also vary within the stated range based on location.

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