APC Administrative Coordinator

POSITION SUMMARY

The Arkansas Palliative Care (APC) Administrative Coordinator is responsible for providing clerical support to the APC program. Responsibilities include working on admissions, discharges and billing and various data collection activities in coordination with the APC clinical team and other Arkansas Hospice (AH) departments. The APC Administrative Coordinator will work with the AH electronic medical record (EMR), partner organization EMRs, and any paper records to ensure all involved EMRs and related data collection activities are accurate for each organization. Maintains records, performs data entry, and coordinates calendar for APC. The APC Administrative Coordinator participates in other projects and functions as assigned.

QUALIFICATIONS

Education: High school diploma or GED.

Experience: A minimum of two (2) years of experience in a clerical role in a health care environment. Proficiency in Microsoft Office applications, including Word, Excel and PowerPoint required. Minimum typing speed of 45 wpm.

Additional Requirements: Must have valid driver’s license, automobile insurance, personal vehicle, and ability to travel between locations and work flexible hours.

PRIMARY RESPONSIBILITIES

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  Upon admission to an APC service, obtain the hospital or other facility Face Sheet if the patient is in a facility (or required demographic information for non-facility patients), consult order, and initial APC visit note; enter required information into AH’s EHR as a new APC admission; and scan all documents and attach to the patient’s chart in the AH EHR.
• Coordinate with appropriate partner organization staff to ensure consult orders are in the partner organization’s EMR and the consult order is added to the demographics in the AH EHR.
• Verify APC clinician billing sheets are received in a timely manner, retrieve visit notes from the partner organization’s EHR, match notes to billing sheets, and send to the AH coder for final verification of visit codes.
• Enter billing sheets into the AH’s EHR and reconcile visits between the partner organizations and AH’s records.
• Coordinate admissions, discharges and billing with the AH Patient Accounts Department, including verification of benefits and billing follow-up.
• Discharge palliative care patients from the AH EHR when discharged from the program or admitted to hospice, collaborating with the partner organization’s EHR to ensure the two systems match.
• Maintain statistical database for APC and partner organizations by compiling and reconciling visit, quality and other data between systems for reporting purposes.
• Capture PQRS, CAPC and other data (such as quality and performance metrics) through data mining and/or audits of the appropriate EHR; record and report data; enter data into appropriate system accurately and within specified timeframes.
• Generate statistical reports as required for program evaluation.
• Initiate and Manage APC group calendar for educational events, time off, speaking engagements, etc.
• Keep marketing and educational materials stocked, organized, and available for clinicians.
• Maintains strict confidentiality at all times.
• Utilizes and models excellent customer service skills at all times; seeks opportunities to assist patients, families and co-workers; demonstrates teamwork and cooperation.
• Accepts direction and follows instructions from supervisor; seeks additional information as needed; works with minimal supervision.
• Adheres to all organizational standards for attendance and punctuality; notifies supervisor in a timely manner when employee will be absent or late for work.
• Attends all required meetings and in-services; seeks opportunities for additional professional development activities as appropriate.
• Completes special projects as assigned by Please enter Nikki’s title

COMPETENCIES, KNOWLEDGE, SKILLS, AND ABILITIES

THIS SECTION DESCRIBES WHAT KNOWLEDGE, SKILLS AND ABILITIES AN EMPLOYEE IN THIS POSITION SHOULD CURRENTLY POSSESS. THIS LIST MAY NOT BE COMPLETE FOR ALL KNOWLEDGE, SKILLS AND ABILITIES REQUIRED FOR THIS POSITION.

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  Competent in the use of numeric and alphabetic filing systems.
• Competent in the use of electronic medical records systems.
• Competent in the use of Microsoft Office applications including Word, Excel and PowerPoint.
• Knowledge of the billing process as it relates to coding for physician services in various settings.
• Knowledge of medical terminology, anatomy and physiology.
• Skill in organizing and prioritizing workloads to meet deadlines.
• Ability to communicate effectively both orally and in writing with co-workers and other customers.
• Ability to follow basic safety policies and procedures.
• Ability to use good judgment and to maintain confidentiality of information.
• Ability to work as a team player.
• Ability to demonstrate tact, resourcefulness, patience and dedication.
• Ability to accept direction and adhere to policies and procedures.
• Ability to work in a fast-paced environment and manage multiple priorities.

PHYSICAL, MENTAL, AND SPECIAL DEMANDS

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Performs the above listed functions while regularly working with confidential and/or proprietary Arkansas Hospice and patient information, including but not limited to patient medical records, current or former employee information, Arkansas Hospice records, and other information that the employee regularly uses to perform job functions.