Oversees the operations of the transfer center, ensuring efficient patient transfers between Billings Clinic, regional partners, and other health systems while maintaining high-quality care and regulatory compliance. This role enhances regional relationships to support rural healthcare teams in caring for geographically diverse patient populations, aligning with the organization’s mission to provide quality, compassionate care for all. The Director collaborates with hospital and system leadership, physicians, and external healthcare organizations to optimize bed utilization and improve overall regional resources and hospital efficiencies.
A transfer center is a centralized hospital department that coordinates patient transfers and communication between hospitals, improving patient care, reducing emergency department boarding times, and enhancing documentation.
Essential Job Functions
General
• Oversee daily operations of the hospital transfer center, ensuring timely and safe patient
transfers.
• Collaborate with the Executive Director of Flight and Ground EMS services to develop
integrated coordination of regional Emergency Medical Service (EMS) resources.
• Utilize data-driven approaches to enhance transfer center efficiency and effectiveness.
• Ensure compliance with all federal, state, and hospital regulations regarding patient
transfers.
• Centralize patient transfers and create efficient protocols.
• Collaborate with providers from different health systems to capture relevant clinical
information.
• Proficiency in healthcare IT systems, including electronic medical records (EMR) and
transfer center software.
• Work closely with regional and affiliate facilities to ensure effective communication and
processes for safe and efficient transfers.
• Collaborate with Patient Progression leadership to manage resources for optimizing
capacity and length of stay.
Strategic Leadership
• Develop and execute strategies to improve transfer processes.
• Collaborate with hospital leadership, regional partners, health systems, nursing, and
medical teams to align transfer operations with hospital and regional goals.
• Identify opportunities for service expansion, process improvements, and technology
enhancements.
• Lead initiatives to improve coordination of care, patient access, and resource utilization.
• Develop clinical programs for centralized platforms for remote monitoring and teleservices.
Staff Management & Development
• Recruit, train, and manage transfer center staff.
• Provide ongoing education, performance evaluations, and professional development
opportunities.
• Foster a culture of teamwork, accountability, and patient-centered care.
Collaboration & Communication
• Serve as a liaison between referring and receiving hospitals, regional partners, EMS
providers, and physicians to ensure seamless patient transitions.
• Maintain strong relationships with external healthcare organizations to facilitate
partnerships and transfers.
• Ensure effective communication and coordination among multidisciplinary teams involved
in patient transfers and patient flow.
Quality & Compliance
• Develop and monitor transfer center key performance indicators and related dashboards.
• Implement quality improvement initiatives to enhance transfer efficiency and patient
outcomes.
• Ensure adherence to EMTALA (Emergency Medical Treatment and Labor Act) and other
applicable healthcare regulations.
• Conduct audits and risk assessments to identify areas for improvement and compliance
gaps.
• Patient Transfer Efficiency
• Standardize Protocols and Procedures: Develop clear, standardized protocols for patient
transfers to ensure consistency and reduce delays. Implement checklists to ensure all
necessary steps are followed during transfers.
• Leverage Technology: Use advanced healthcare IT systems, such as electronic medical
records (EMR) and transfer center software, to streamline communication and
documentation. Implement real-time tracking systems to monitor patient transfers and
identify bottlenecks.
• Enhance Communication: Foster effective communication between all parties involved in
the transfer process, including referring and receiving hospitals, EMS providers, and
physicians. Use secure messaging platforms to facilitate quick and accurate information
exchange.
• Train and Educate Staff: Provide ongoing training for staff on transfer protocols,
communication skills, and the use of technology. Conduct regular drills and simulations to
prepare staff for various transfer scenarios.
• Optimize Resource Allocation: Ensure adequate staffing and resources are available to
handle patient transfers efficiently. Coordinate with regional partners to share resources
and manage patient flow effectively.
• Monitor and Analyze Data: Collect and analyze data on transfer times, outcomes, and any
issues encountered during the process. Use this data to identify areas for improvement
and implement targeted interventions.
• Develop Strong Partnerships: Build and maintain strong relationships with regional
healthcare providers and EMS services to facilitate smooth transfers. Establish
agreements and protocols with partner organizations to ensure seamless coordination.
• Implement Quality Improvement Initiatives: Regularly review and update transfer
processes to incorporate best practices and address any identified gaps. Engage in
continuous quality improvement efforts to enhance patient outcomes and transfer
efficiency.
• Focus on Patient-Centered Care: Ensure that patient needs and preferences are
considered during the transfer process. Provide clear communication to patients and their
families about the transfer process and what to expect.
Minimum Qualifications
Education
• Minimum 4 Year / Bachelors Degree Bachelor’s degree in Nursing (BSN), Healthcare Administration, or a related field.
• Preferred Graduate Degree Master’s degree in Nursing, Healthcare Administration or related field.
Experience
• 5 years of Managerial or leadership experience in hospital operations, case management, or a related field.
• 3 years of Leadership or management experience with mastery in building collaborative relationships to operationalize the transfer process within a complex geographical healthcare system.
Certifications and Licenses
• MT Driver License At hire Ability to be insured to operate organization vehicles.