Manager of Admissions, Capacity and Flow

POSITION SUMMARY:

The Manager of Capacity and Flow is responsible for the effective management of patient flow through the facility, to include admissions, capacity optimization, and discharge planning while collaborating with a multidisciplinary team and key stakeholders to deliver exceptional behavioral health services. The ideal candidate will have a robust understanding of healthcare operations, strong leadership capabilities, and a commitment to improving patient flow and operational efficiency.

Position: Manager of Admissions, Capacity and Flow

Department: Brockton Admin

Schedule: Full Time

ESSENTIAL RESPONSIBILITIES / DUTIES:

Admissions and Capacity Management:

• Lead and oversee the admissions team to ensure a streamlined, patient-centered intake process.
• Collaborate with Boston Medical Center's Emergency Department, including the Psychiatric Emergency Services (PES) team, consultation teams, and referral sources to facilitate timely and appropriate admissions.
• Evaluate and approve patient referrals, providing clinical insight and escalating concerns to senior leadership as needed.
• Coordinate with ancillary departments to ensure readiness for incoming patients, addressing special needs prior to admission.
• Develop, implement, and continuously refine policies and workflows to improve the efficiency and effectiveness of the admissions process.

Data Management and Operational Reporting:

• Collect, monitor, and analyze data related to patient capacity, admissions, discharges, and flow barriers.
• Identify trends and opportunities for improvement based on data-driven insights.
• Create detailed reports and dashboards for leadership review, offering actionable recommendations for optimizing operations.
• Present findings and updates during leadership meetings, cross-functional committees, and project teams.

Leadership and Team Development:

• Recruit, train, and mentor admissions staff, fostering a culture of collaboration and accountability.
• Establish clear performance metrics and expectations for the admissions team.
• Conduct regular performance evaluations and provide constructive feedback to team members.
• Support cross-training initiatives to ensure staff readiness and adaptability to changing operational needs.

Clinical Oversight and Collaboration:

• Conduct on-site and remote clinical assessments of patient needs as part of the referral and admissions process.
• Collaborate with the multidisciplinary team, including psychiatrists, social workers, and case managers, to ensure appropriate clinical care pathways for admitted patients.
• Travel to off-site locations to perform assessments, liaise with teams, and support patient transitions.

Discharge Planning and Flow Optimization:

• Partner with the care team to identify and address barriers to discharge, ensuring smooth transitions to post-acute care or community-based services.
• Work with key stakeholders to develop innovative solutions to flow challenges, minimizing delays in patient movement across the care continuum.
• Monitor and facilitate ongoing communication between inpatient and outpatient teams to ensure continuity of care.

Cross-Departmental Collaboration:

• Serve as a liaison between Brockton Behavioral Health Center, Boston Medical Center, and other external affiliations, strengthening communication and collaboration across sites.
• Work closely with ancillary services, such as transportation, pharmacy, and dietary teams, to address logistical needs tied to patient flow.
• Represent the admissions team in multidisciplinary rounds and other key operational meetings.

JOB REQUIREMENTS

EDUCATION:

BSN required or ADN with bachelor's degree in relevant healthcare field (e.g., psychology, sociology, healthcare management, education); MSN or master's degree in other healthcare field preferred.

CERTIFICATES, LICENSES, REGISTRATIONS REQUIRED:

Requires license to practice professional nursing as a Registered Nurse in the Commonwealth of Massachusetts.

EXPERIENCE:

Requires at least 5 years of clinical care/healthcare experience. Minimum of 2 year in behavioral health or hospital operations role, preferably with leadership experience.

KNOWLEDGE, SKILLS & ABILITIES (KSA):

Clinical & Behavioral Health Knowledge

• Extensive knowledge of behavioral health admission protocols, patient flow processes, and capacity management within inpatient or acute care settings.
• Strong foundational knowledge of behavioral health conditions, treatment modalities, and clinical considerations for patient care transitions.
• Ability to conduct clinical reviews of patient referrals, assessing for medical and behavioral acuity, and escalating concerns when necessary.
• Familiarity with crisis intervention and risk assessment techniques to support safe and effective patient admissions.
• Understanding of behavioral health trends and best practices, with the ability to integrate them into organizational strategies.

Operational & Process Management

• Proficiency in the use of electronic medical record (EMR) systems (e.g., Epic) for managing patient data and tracking admissions, discharges, and flow metrics.
• Advanced ability to analyze and interpret operational data, develop actionable insights, and implement process improvements.
• Ability to anticipate potential barriers to patient flow and proactively implement strategies to address them.
• Experience with Lean, Six Sigma, or other process improvement methodologies is highly desirable.
• Ability to quickly learn and adapt to new technologies or software platforms relevant to patient flow and capacity management.

Leadership & Team Management

• Demonstrated ability to lead and develop high-performing teams, with a focus on collaboration, accountability, and professional growth.
• Proven success in managing cross-functional teams and fostering effective communication across departments.
• Capacity to motivate and engage staff through a shared vision for operational excellence and patient-centered care.
• Skilled in building and maintaining relationships with multidisciplinary teams, external partners, and referral sources.

Communication & Interpersonal Skills

• Exceptional verbal and written communication skills to effectively convey information to diverse audiences, including clinical staff, leadership, and external stakeholders.
• Ability to communicate complex clinical and operational information clearly and concisely to support decision-making and problem-solving.
• Cultural competence and sensitivity when working with diverse patient populations and team members.

Regulatory & Compliance Knowledge

• Familiarity with regulatory and accreditation requirements for behavioral health facilities, including TJC standards, HIPAA compliance, and CMS guidelines.
• Knowledge of healthcare systems, including referral and transfer processes, continuum of care models, and post-acute care coordination.
• Skill in developing and implementing policies and procedures that align with the organization's mission and operational goals.

Data Analysis & Reporting

• Proficiency in using data visualization tools (e.g., Tableau, Power BI) to create actionable dashboards and performance reports.
• Advanced critical thinking and analytical skills to assess complex operational challenges and develop innovative, evidence-based solutions.

Time & Resource Management

• Strong organizational and time-management skills to manage competing priorities and meet deadlines in a fast-paced environment.
• Familiarity with healthcare scheduling systems and workforce management tools.

Flexibility & Adaptability

• Occasionally needed to work irregular hours or additional hours for on-call purposes.
• Demonstrates flexibility and adaptability as role may evolve in a changing environment.

Compensation Range:

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

NOTE: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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