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Welcome to Winchester Hospital, part of Beth Israel Lahey
Health. Winchester Hospital was the first hospital in Massachusetts
to earn Magnet recognition, the American Nurses Association's
highest honor for nursing excellence, three times. It has since
received the recognition a fourth time. As the northwest suburban
Boston area's leading provider of comprehensive health care
services, the 229-bed facility provides care in general, bariatric
and vascular surgery, orthopedics, pediatrics, cardiology,
pulmonary medicine, oncology, gastroenterology, rehabilitation,
radiation oncology, pain management, obstetrics/gynecology and a
Level IIB Special Care Nursery.
About the Job
JOB SUMMARY: In an expanded staffing associate role, this
administrative position contributes to the Hospital's mission by
collaborating with the patient care leaders to ensure adequate,
appropriate, and fiscally responsible staffing levels. In addition
to staffing associate responsibilities, at the direction of
Associate Chief Nursing Officer of Nursing Resources and
Informatics and the Nurse Manager of the Float Pool and Staffing
Office, this position takes the lead on creating and disseminating
staffing office processes and procedures and supports the
collection, analysis, and entry of staffing data.
Required: High School Diploma or equivalent
Preferred: Post High School course work or degree
Required: Excellent customer service experience
- Healthcare experience, clinical or administrative, preferably
in a hospital
- Experience scheduling staff
- Data entry, analysis
- Ability to problem-solve to determine creative solutions and
- Ability to courteously and tactfully gather and exchange
information with a variety of recipients.
- Knowledge of basic medical terminology
- Ability to influence others in a team oriented
- Strong computer skills, including sending emails.
- For safety and quality reasons, must be able to read, write and
communicate effectively in English with patients, visitors and
fellow members of the hospital team.
LICENSES, REGISTRATIONS, CERTIFICATIONS: N/A
LIFE SUPPORT CERTIFICATION REQUIRED: N/A
POPULATION SPECIFIC REQUIREMENTS: N/A
OTHER JOB REQUIREMENTS:
On-call Requirement: N/A
Schedule Requirements: Business operations are 5 a.m. to 11:30
p.m, 7 days/week. Schedule rotation required to cover weekends,
holidays and all shifts if necessary
Travel Requirements: N/A
- Reports to the Staffing Supervisor
- Not responsible for supervising the work of others.
As part of the Nursing Staffing Office team, this position:
Under the direction of the Float Pool/Patient Placement
Supervisor or Clinical Supervisor contacts staff to adjust staffing
based on volume and patient care needs:
- Monitors scheduled staff against patient census throughout
o Checks/answers call-in line to receive and communicate
absences and offers to work where necessary.
o When patient needs indicate excess scheduled staff, and with
approval from nursing supervisor, calls staff to either cancel or
place on recall. Attempts to place calls timely to avoid staff
traveling to the hospital unnecessarily and incurring minimum
o When patient needs indicate, contacts staff to ask them to
adjust their schedule and/or take an open shift to meet our
o Contact units to communicate need to float staff from one area
to another based on patient care and staffing needs.
o Prioritizes which staff to contact based on protocols intended
to maintain parity and minimize premium hours and overtime.
o Maintains awareness of staff hours scheduled and worked in
accordance with the Mandatory Nurse Overtime policy.
o Collaborates with leaders regarding creative staffing
solutions and requests for schedule changes, weighing
daily/imminent needs with more long-term/weekly needs.
- Communicates staffing changes with units.
o Communicates with the charge nurse on each shift regarding the
staffing plan for the next shift.
o Assigns and posts notice of float staff assignments each shift
taking into account individual employee's skill set and
competencies and continuity of care issues.
o Enters time changes, absences and other data in Active Staffer
to assist Nurse Managers with scheduling/payroll
- Monitors and keeps Nurse Managers and/or Clinical Supervisor
abreast of staff that are approaching 16 consecutive hours worked,
overtime or ESP, so those individuals would be called off first if
patient care needs allow.
- Assists Nursing leaders in projecting staffing needs
o Retrieving and reviewing historical tracked census and
staffing data and trends to assist in determining appropriate
- Facilitates RN licensure compliance.
o Runs reports of licenses expected to expire within two
o Sends notification to staff of license status, reminding of
necessity to renew license before expiration. Also advises
pertinent leaders of potential licensure compliance issue. Follows
up daily until staff member is in compliance. Escalates based on
- Produces badges. Collects replacement fee when
- Produces and distributes various daily and weekly reports to
units and nurse leaders.
- Maintains and enters data into Excel spreadsheets and generates
Mandatory Nurse Overtime reports as needed.
- Inputs and compiles data and/or runs and creates reports on
schedule and as requested. May provide some data summation of the
data, highlighting variances, anomalies and trends.
- Researches issues for staffing department. Creates, implements,
and disseminates changes in processes and procedures to create
- Create department schedules as requested by Nurse Manager of
Float Pool and Staffing Office and Associate Chief Nursing Officer
of Nursing Resources and Informatics.
- Creates and maintains charts, dashboards and scorecards for
internal groups and committees.
o Manipulates and displays the data results in easy to follow
formats utilizing strong analytic proficiency, attention to detail
and proficiency in Excel and other presentation applications
o Creates PowerPoint, scorecards and other presentation
materials with minimal direction and in collaboration with the
department leaders. Creates advanced Excel worksheets. Develops
graphs from data.
- Compiles, inputs and submits data to external regulatory
agencies as requested.
o Compiles and downloads reports, reformats data with excel
formulas and submits to the Department of Public Health as
required. Communicates submission results to key stakeholders.
o Inputs data for National Database of Nursing Quality
Indicators (NDNQI) and Mass Hospital Association's Patient Care
Link mandatory submissions at the direction of the Associate Chief
Nursing Officer of Nursing Resources and Informatics.
Beth Israel Lahey Health is an integrated system providing
patients with better care wherever they are. Care informed by
world-class research and education. We are doctors and nurses,
technicians and social workers, innovators and educators, and so
many others. All with a shared vision for what healthcare can and
should be. We are committed to attracting, developing and retaining
top talent. We strive to create a diverse and inclusive workplace
that reflects the communities in which we work and serve. With a
team approach to care, we encourage learning and growth at all
levels and offer competitive salaries and benefits.