Home Care Office Coordinator

POSITION SUMMARY: Coordinate administrative, business and other operational activities in the office by performing the following duties. Maintains consistent communication with branch leadership to handle accounting/billing functions and collaborates on employee and client service issues to ensure accurate file maintenance.

ESSENTIAL DUTIES:

CLIENT SERVICES:

• Keeps a list of referrals each day, sends initial authorizations to Admissions and provides all required documentation.
• Monitors the entry of reauthorizations and enters terminations.
• Provides thorough, complete follow-through on escalated client complaints.
• 
  Investigates and then suggests best possible resolution for theft claims from clients.
• Files APS Reports and follows up with agency; handles related employee issues as appropriate.
• Reaches out to referral source or client directly with each client transfer.
• Responds to and resolves all service complaints filed with the state or state agencies and submits to Agency Director for approval

COMPLIANCE:

• Coordinates Internal Audit Responses to the Contracts Department and QA team for employee files only
• Oversees compliance with HR processes and procedures throughout branch.
• Assists Agency Director in preparing for external audits.

HUMAN RESOURCES:

• Reviews and responds timely to all unemployment claims received.
• Files worker's compensation claims; administers post-injury drug screening as applicable.
• Reports all new Leave of Absence requests appropriately and manages the Leave process in conjunction with the Agency Director and Corporate HR team.
• Partners with union contact for disciplinary issues and to work through union grievances as applicable.
• Coordinates with the Agency Director for Administrative disciplinary actions or sensitive Direct Services concerns
• Contacts Corporate HR regarding any harassment or discrimination situations immediately  Orients, on-boards and trains new branch Administrative employees.
• May oversee or facilitate classes for Administrative staff and Home Care Aides, including quarterly in-service meetings

PAYROLL:

• Review, distribute to service coordinators, collect signed sheets and send exception sheets to payroll as they are received.
• Review and correct batches before they are submitted through cell trak daily.
• Assure the submission of Service Detail reports weekly;
• Distribute initial payroll proofs to service coordinators for review; review second payroll proof.
• Collect and submit requests for supplemental payments.
• Address worker concerns with incorrect payroll.

BILLING:

• Ensures all required A/P related paperwork is scanned and submitted for payment
• Collect timesheets and documentation for VA, private pay, respite and DRS clients each month, file in binders, and send to reimbursement.
• Work with Reimbursement to supply any missing documentation.
• Check to see if authorizations are current, and contact payers/case managers to let them know when authorizations are expiring.

OTHER:

• Ensures the appearance of the branch's open environment is professional: neat, clean, orderly and generally free of clutter
• Supervises the purchasing and material management functions for all branch office supplies
• Maintains a high degree of confidentiality at all times due to access to sensitive information
• Maintains regular, predictable, consistent attendance and is flexible to meet the needs of the department
• Follows all Medicare, Medicaid, and HIPAA regulations and requirements  Abides by all regulations, policies, procedures and standards
• Other duties as assigned.

PERFORMANCE RESPONSIBILITIES:

• Maintains positive internal and external customer service relationships
• Maintains open lines of communication
• Plans and organizes work effectively and ensures its completion
• Meets all productivity requirements
• Demonstrates team behavior and promotes a team-oriented environment
• Represents the organization professionally at all times

POSITION REQUIREMENTS & COMPETENCIES:

• Must have high school diploma or equivalent.
• Preferred additional education such as a diploma from an accredited vocational school or college.
• Must have 3-5 years' experience in health care, some experience in home care, home health, or private duty is preferred.
• Understanding of basic medical terminology
• Excels in communicating with all employees, from Sr. Leaders to entry-level new hires  Adapts well to changing priorities
• Computer skills including but not limited to MS Office, MS Excel and Scheduling program

WORKING CONDITIONS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit, talk, hear; use hands to finger, and handle controls. The employee frequently is required to reach with hands and arms. The employee is occasionally required to stand, walk, and stoop. The employee may be required to lift up to 25 pounds with or without assistance. Specific vision abilities required by this job include close vision and the ability to adjust focus.

ENVIRONMENT: Moderate noise level similar to a typical office environment with computers, printers, and work activity.

Addus provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.