Access Manager | Mary Free Bed & Carle Health

Compensation:

$95,000 - $117,000

Summary

The Access Manager is responsible for facilitating an effective, efficient and safe admission/intake process. The Access Manager oversees the day-to-day operations and functions of the Access Department as it relates to incoming referrals and patient assignments. This position is responsible for the intake and triage of referrals and admissions across the Carle Health Rehabilitation System. This is inclusive of Carle Foundation, Carle BroMenn, and Carle Proctor. This position is also responsible for providing support to outside external liaisons to ensure prompt responses to out of town and network referrals.

Essential Job Responsibilities

• Manages the effective, efficient, and safe admission/intake process, quality improvement projects, compliance tracking and program evaluation.

• Leads and supports the Access team: clinical liaisons, insurance authorization process, to integrate with referring facilities to serve more patients.

• Coordinate efforts within the admissions office, physicians and interdisciplinary team to ensure timely and efficient handling of the referral/admission process.

• Screen patients for appropriateness of inpatient admission to Carle Health rehabilitation system using the MFB admission criteria. Encourage Carle Health Continuum of Care for outpatient and home programs when appropriate.

• Review referrals with Carle Health Hospital physicians to determine appropriate level of post-acute care.

• Use critical thinking skills to assist Carle Health physicians and liaisons with trouble shooting complicated referrals/admissions.

• Performs on-site visits with patients and families at local referral sources and assist with virtual visits as needed.

• Facilitate admissions to Carle Health rehabilitation system, including required pre-admission documentation, setting appropriate expectations with patients/families and communication with staff at referring institution.

• Processes information including financial and UR prior authorization, bringing unusual or sensitive information to key persons at Mary Free Bed prior to decisions about admission.

• Provide support and assistance to clinical liaisons to ensure smooth communication with referring facility's staff, Carle Health inpatient staff and patient/families.

• Work closely with MFB access physicians to assign attending physicians appropriately.

• Manage daily bed huddles with Access and inpatient team.

• Develop and maintain effective working relationships with Carle Health inpatient staff including physicians, advance practice providers, care management, nursing and therapy departments.

• Collaborate with MFB leadership to discuss admissions process and address concerns/issues that arise before and after admission to improve outcomes/processes/communication. Serve as 1st level communication with physician and interdisciplinary team to promote efficient and effective messaging.

• Engage with MFB System Partners with the goal of problem solving and facilitating referrals to the appropriate level of rehabilitation.

• Facilitate high quality continuum of care with all referral sources, ensuring that these sources are comfortable with making referrals to MFB. Develop protocols/processes with referral sources, partners and community resources to increase collaboration.

• Annual performance reviews

• Maintain staff accountability for clinical and customer service standards.

• Address noncompliance with policy, procedure and standards of practice and behavior with staff in timely, respectful and professional manner as needed. Address performance concerns with staff as needed.

• Audit Pre-Admission Screen documentation and preadmission communication to interdisciplinary inpatient teams to ensure consistent and accurate information is shared in timely manner

• Hire and train new staff.

• Staff scheduling for Access teams including PTO approval.

• Present key information and lead discussions in staff meetings as needed.

• Promote the development and implementation of department policies. Interprets and observes established policies.

• Provides family tours as requested.

• Leadership Must-Haves will be followed for patient and staff interactions:

We'll embrace all people by:

• Treating everyone with dignity and respect.

• Opening more doors to opportunity for others to succeed.

• Growing talent and people.

• Ensuring a welcoming experience for all we serve, regardless of origin, race, religion, disability, sexual orientation or socioeconomic status.

• Taking action against discrimination.

• Honoring our differences and how we collaborate.

• Educating staff, patients and the communities we care for.

• Restoring hope and freedom, together.

• Rounding

• Thank You Notes

• Employee Selection/Peer Interviewing

• Key Words at Key Times

• AIDET + Promise

• Standards of Behavior

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Bachelor of Science Nursing or degree in other rehabilitation discipline.

• Certified, registered, or licensed in a clinical field

• A minimum of 5 years of relevant clinical experience is required, significant rehabilitation experience is preferred.

• Excellent knowledge of computer programs/EMR systems

• Strong organizational and analytical skills

• Outstanding customer service skills

• Presents professionally and with conviction

Preferred Job Qualifications

• Able to respond to highly variable workload demands

• Experience in a leadership role

• Master's degree in health care related field preferred

• Comfortable with marketing and outreach activities