Patient Care Services Operations Coordinator

Overview

The Patient Care Services Operations Coordinator supports Patient Care Services through staffing coordination, agency workforce management, workforce analytics, nursing quality data reporting, and administrative support. This role partners with nursing leaders, clinical teams, Human Resources, Finance, Quality, and external staffing partners to optimize resource utilization, support safe patient care, and improve operational efficiency.

• Provide operational and administrative support to Patient Care Services leadership and clinical departments.
• Support staffing, workforce management, agency coordination, reporting, and process improvement initiatives.
• Partner with nursing leaders and organizational stakeholders to identify needs, improve workflows, and support operational priorities.
• Maintain confidentiality and discretion when managing employee, patient, financial, and organizational information.

• Coordinate staffing schedules for patient care departments based on census, acuity, productivity expectations, and organizational staffing guidelines.
• Monitor daily staffing needs, including call-offs, vacancies, schedule changes, leaves of absence, and patient volume fluctuations.
• Coordinate use of internal staffing resources, float pool, registry, agency, and overtime to meet operational needs.
• Maintain accurate staffing records, including schedules, assignments, availability, time-off requests, call-offs, overtime, premium pay, and staffing adjustments.
• Serve as a resource for staff and leaders regarding scheduling processes, staffing questions, and schedule changes.
• Analyze staffing trends and recommend opportunities to improve workforce utilization and scheduling efficiency.

• Coordinate agency staffing processes, including assignments, schedules, onboarding, documentation, system access, education, and departmental expectations.
• Maintain agency staffing records and monitor compliance with licensure, certifications, competencies, health requirements, background checks, and regulatory standards.
• Review agency timesheets for accuracy, including hours worked, overtime, shift differentials, and billing requirements.
• Partner with Finance and staffing vendors to support accurate invoicing, resolve billing discrepancies, and communicate staffing or documentation needs.
• Monitor agency utilization, cost trends, hours worked, and staffing patterns; provide reports and recommendations to nursing leadership.
• Support appropriate agency utilization through workforce planning, recruitment support, and retention initiatives.

• Collect, validate, maintain, and analyze staffing, workforce, agency, and nursing quality data.
• Coordinate National Database of Nursing Quality Indicators (NDNQI) data collection, submission, validation, reporting, and dissemination.
• Develop reports and dashboards related to staffing metrics, overtime, agency utilization, vacancies, productivity, turnover, and nursing-sensitive quality indicators.
• Analyze trends and provide recommendations to support leadership decision-making and operational improvement.

• Support Patient Care Services quality and process improvement initiatives through data collection, reporting, audits, and follow-up activities.
• Identify opportunities to improve staffing processes, agency compliance, workflow efficiency, employee engagement, and operational effectiveness.
• Participate in initiatives aligned with nursing excellence, patient safety, and organizational goals.

• Serve as a liaison between Patient Care Services leadership, nursing departments, Human Resources, Finance, Quality, and external staffing vendors.
• Communicate staffing needs, schedule changes, reports, agency requirements, and operational updates in a timely and professional manner.
• Respond to inquiries related to staffing systems, scheduling processes, agency requirements, and operational procedures.
• Support meetings, special projects, education, and cross-training needs within Patient Care Services.

• Demonstrates professionalism, integrity, discretion, accountability, and confidentiality.
• Knowledge of healthcare staffing, workforce coordination, agency staffing, compliance monitoring, and scheduling processes.
• Proficiency with electronic scheduling systems and Microsoft Office Suite, including Excel, Word, and Outlook.
• Ability to collect, analyze, interpret, and communicate operational, staffing, and nursing quality data.
• Knowledge of NDNQI data collection, submission, benchmarking, and dissemination preferred.
• Strong organizational, analytical, problem-solving, written communication, and verbal communication skills.
• Ability to manage multiple priorities, meet deadlines, adapt to changing needs, and build effective working relationships.

• Adhere to applicable federal,…