PSYCHIATRIC HOSPITAL INPATIENT COORDINATOR - 01142025-64581

Job Information

LOCATION OF (1) POSITION(S) TO BE FILLED: DEPARTMENT OF MENTAL HEALTH & SUBSTANCE ABUSE SERVICES, MIDDLE TENNESSEE MENTAL HEALTH INSTITUTE, DAVIDSON COUNTY

A pre-employment criminal background check is required. Therefore, you may be required to provide information about your criminal history in order to be considered for this position.

This is an on-site position.

Qualifications

Overview

Responsibilities

1. Develops job performance plans for subordinate staff to communicate responsibilities and expected outcomes of performance of their assigned job duties.

Communicating with Persons Outside Organization:

1. Communicates with attorneys, law enforcement officials, court officials, and other appropriate individuals (e.g., family members, conservators) by written correspondence or telephone as necessary to respond to inquiries, comply with court-ordered requirements (e.g., reporting of evaluation results, patient status change or transfer notifications), explain/interpret policies and procedures or exchange information relevant to forensic admissions, evaluations, and treatment of individuals.

Communicating with Supervisors, Peers, or Subordinates:

1. Communicates with admitting physicians and other staff to provide or exchange information (e.g., provide referral information, obtain permission for transport of individual, provide key findings during the intake process, exchange information relevant to evaluation or treatment) as necessary to coordinate the patient admission/intake process; forensic admission, evaluation and treatment process; or other inpatient services.
2. Conducts periodic performance development meetings with assigned subordinates to communicate and develop job plans and provide performance feedback and developmental guidance.
3. Makes oral reports to staff across multiple disciplines about findings and status of plans of corrective action for performance improvement.

Getting Information:

1. Reviews referral information, assessments, progress notes, group notes, or other relevant documentation to gather information needed to present a patients background and needs to treatment team.
2. Talks with staff of community health agencies or hospitals to gather and exchange information relevant to referral and admission to a State psychiatric hospital (e.g., demographics, legal issues, insurance status, presenting problem, previous in-patient or out-patient history, medical issues, alcohol or drug abuse issues).
3. Communicates with other staff about patients' functioning to gather additional information that may be relevant to the treatment team process.

Coaching and Developing Others:

1. Provides on-the-job training and performance feedback to assigned staff as necessary to ensure effective performance of their assigned job duties.

Guiding, Directing, and Motivating Subordinates:

1. Assigns and supervises the work of assigned staff to ensure that work is completed appropriately and timely.

Analyzing Data or Information:

1. Analyzes the underlying principles, reasons, or facts by breaking down policies, procedures, and data to trend for patterns and identify opportunities for improvement.

Making Decisions and Solving Problems:

1. Attends and actively participates in evaluations of competency, mental condition at time of crime and/or committability with certified forensic staff.

Documenting/Recording Information:

1. Enters admission and referral related information into hospital information system as necessary to initiate the admission process, provide confirmation information back to the referring agency, and document each episode (i.e., each pre-admission episode, pre-discharge episode and/or admission).
2. Prepares and maintain records of court-ordered forensic referrals to ensure the admission and evaluation process occurs within the required time-frame.
3. Writes narrative reports to document quality review findings and plans of corrective action for performance improvement.
4. Records in written form the identified problems, goals, objectives, interventions and other input from treatment team members to create treatment plans and document treatment plan reviews.

Staffing Organizational Units:

1. Conducts interviews of job candidates to gather information needed to make promotional or hiring decisions.
2. Makes recommendations on human resources matters such as employment, promotion, demotion, transfer, or retention of staff.

Training and Teaching Others:

1. Plans and conducts classroom training with employees to provide information about the performance improvement process, treatment planning, forensic services, or other programs and services.

Provide Consultation and Advice to Others:

1. Provides technical guidance regarding forensic services to hospital staff and outside agencies (e.g., courts, law enforcement, attorneys).
2. Talks with staff involved in the treatment team process to offer guidance and provide feedback with regard to meeting the needs of the patient and adhering to standards.

Judging the Qualities of Things, Services, or People:

1. Observes staff in the performance of patient care activities to assess quality of care and safety of patients.
2. Assesses the performance of assigned subordinates in accordance with established performance evaluation procedures.

Scheduling Work and Activities:

1. Coordinates the daily scheduling for patient treatment groups to ensure that patients are assigned to appropriate groups, group sizes are appropriate, and that schedules are available to both staff and patients.
2. Creates and maintains a schedule for the development and review of treatment plans according to institute requirements.
3. Schedules forensic evaluations of patients for competency assessment, mental condition at time of crime, committability, and risk appraisal.
4. Schedules and facilitates meetings between attorneys and forensic patients.

Monitor Processes, Materials, or Surroundings:

1. In the absence of direct supervisor, assumes responsibility for operations to maintain essential functioning.
2. Monitors the work of assigned clerical and technician staff to check for accuracy and adherence to standards.
3. Monitors admission activities and records (e.g., number of admissions from various counties, age and gender of individuals, type of admissions) to collect information necessary for process improvement.
4. Monitors group leaders and other staff involved in group treatment to ensure that the appropriate groups are being provided as scheduled.
5. Conducts reviews of group notes to ensure the appropriate and timely documentation of patient participation and progress toward treatment goals.

Coordinating the Work and Activities of Others:

1. Facilitates the treatment team process involving the development and review of the initial and master treatment plans according to institute policies and procedures.
2. Communicates with staff about treatment team schedule to make sure required disciplines are present at treatment team meetings.

Evaluating Information to Determine Compliance with Standards:

1. Reviews all forensic progress notes, discharge summaries and forensic summaries for consistency, completeness, and compliance with departmental policies and procedures.
2. Audits medical records and related documentation for quality of care and compliance with hospital standards.
3. Reviews documents relevant to the treatment plan to check for compliance with standards.

Assisting and Caring for Others:

1. Talks with patients and/or conservators individually or in groups to educate them with regard to their treatment plan process or to provide therapeutic interventions.
2. Explains admission documents to patients to assist them in completing necessary paperwork at time of admission to a State psychiatric hospital.

Processing Information:

1. Checks patient medical records to be sure all required information has been documented by staff.
2. Checks documents received for pre-admission evaluation to verify that required forms have been completed correctly and that all essential information has been provided.
3. Accesses computer records to verify the patients insurance status and check for any previous admissions to a state regional mental health institute.

Interacting With Computers:

1. Utilizes various computer software (e.g., Microsoft Word, Excel, PowerPoint) to create text documents, graphs, charts, and tables as necessary to present information in reports.
2. Operates scanner to create computer records of medical information for distribution to medical records and all other appropriate parties.

Updating and Using Relevant Knowledge:

1. Participates in state training and various job-related continuing education programs to enhance knowledge and job performance.
2. Attends agency meetings to keep up to date on agency's vision, mission, goals, and implementation strategies.

Inspecting Equipment, Structures, or Material:

1. Inspects group rooms, patient bedrooms, bathrooms, seclusion restraint rooms, and other areas to check for cleanliness, appropriate lighting, safety concerns, or any other issues impacting patient care.

Identifying Objects, Actions, and Events:

1. Identifies appropriate staff to participate on a team responsible for conducting mock audits in preparation for third-party surveys.
2. Reviews documents received for pre-admission evaluation to identify key issues about the individual to be admitted.

Monitoring and Controlling Resources:

1. Monitors supplies and equipment and orders items as necessary for treatment groups to function effectively and efficiently.

Competencies (KSA's)

1. Problem Solving
2. Decision Quality
3. Organizing
4. Action Oriented
5. Informing
6. Ethics and Values
7. Integrity and Trust
8. Process Management
9. Conflict Management
10. Building Effective Teams

Knowledge:

1. Intermediate knowledge of human behavior and performance; individual differences in ability, personality and interests; learning and motivation; and the assessment and treatment of behavioral and affective disorders
2. Intermediate knowledge of applicable laws, rules, and policies relative to emergency in-patient mental health commitments, conservatorships, and/or court-ordered forensic evaluations
3. Intermediate knowledge of principles and processes for providing customer and personal service, including needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
4. Intermediate knowledge of principles, methods, and procedures for diagnosis, treatment, and rehabilitation of physical and mental dysfunctions
5. Basic knowledge of computer software, including applications and programming
6. Basic clerical knowledge, including word processing, spreadsheets, managing records and files, and other office procedures and terminology

Skills:

1. Intermediate reading comprehension skills (i.e., skilled at understanding written sentences and paragraphs in work related documents)
2. Intermediate writing skills (i.e., skilled in communicating effectively in writing as appropriate for the needs of the audience)
3. Complex problem solving skills (i.e., skilled in identifying complex problems and reviewing related information to develop and evaluate options and implement solutions)
4. Intermediate speaking skills (i.e., skilled at talking to others to convey information effectively)
5. Critical thinking skills (i.e., skilled in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems)
6. Intermediate negotiation skills (i.e., skilled at bringing others together and trying to reconcile differences)
7. Intermediate monitoring skills (i.e., skilled at monitoring/Assessing performance of oneself, other individuals, or organizations to make improvements or take corrective action)
8. Learning strategies skills (i.e., skilled at selecting and using training/instructional methods and procedures appropriate for the situation when learning or teaching new things)
9. Intermediate judgment and decision making skills (i.e., skilled at considering the relative costs and benefits of potential actions to choose the most appropriate one)
10. Intermediate skills in the Management of Personnel Resources (i.e., skilled at motivating, developing, and directing people as they work, identifying the best people for the job)
11. Intermediate time management skills (i.e., skilled at managing one's own time and the time of others)
12. Intermediate service orientation skills (i.e., skilled at actively looking for ways to help people)
13. Intermediate systems evaluation skills (i.e., skilled at identifying measures or indicators of system performance and the actions needed to improve or correct performance, relative to the goals of the system)
14. Active listening skills (i.e., skilled at giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times)
15. Intermediate coordination skills (i.e., skilled at adjusting actions in relation to others' actions)
16. Intermediate social perceptiveness skills (i.e., skilled at being aware of others' reactions and understanding why they react as they do)
17. Intermediate skills in the management of material resources (i.e., skilled in obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work)
18. Basic mathematics skills (i.e., skilled in using mathematics to solve problems)

Abilities:

1. Ability to communicate information and ideas in speaking so others will understand
2. Ability to communicate information and ideas in writing so others will understand
3. Deductive reasoning (i.e., ability to apply general rules to specific problems to produce answers that make sense)
4. Ability to listen to and understand information and ideas presented through spoken words and sentences
5. Ability to read and understand information and ideas presented in writing
6. Ability to communicate information and ideas in writing so others will understand
7. Problem sensitivity (i.e., ability to tell when something is wrong or is likely to go wrong)
8. Ability to quickly and accurately compare similarities and differences among sets of letters, numbers, objects, pictures, or patterns
9. Ability to add, subtract, multiply, or divide quickly and correctly
10. Ability to remember information such as words, numbers, pictures, and procedures
11. Ability to concentrate on a task over a period of time without being distracted

Tools & Equipment

1. Computer
2. Telephone
3. Fax Machine
4. Printer/Scanner/Copier

TN Driver Standards

State of Tennessee positions that may involve driving responsibilities require candidates to meet the following minimum driver qualifications:

• A valid driver's license
• For the past five years, the candidate's driver record must not have record of the following violations: driving under the influence (DUI), reckless driving, license suspension for moving violations, more than 4 moving violations.

Please include your Driver's License Information under the Licenses and Certifications section of your application.

**Agencies may allow an exception based on other factors.