Coordinator, Office - Home Care

SUMMARY

The Office Coordinator - Home Care assists the Comprehensive Home Care management team with various administrative duties, with a goal of increased organization and smooth communications to ensure high quality service and care of clients.

PRIMARY RESPONSIBILITIES

1)            Perform various administrative duties as requested by the Director. *

a.     Answer phone calls and in-person requests for information. *

b.     Coordinate appointments and communications for clients. *

2)            Ensure client information is documented in accordance with applicable policy and regulations. *

a.     Oversee maintenance and retention of medical records and documentation in accordance with applicable State and Federal regulations. *

3)            Maintain tracking of office, medical supplies, and Durable Medical Equipment (DME), ordering replacements as necessary. *

4)            Facilitate onboarding and orientation of unlicensed staff and new hires, assisting in the interview and hiring process as needed. *

a.     Collaborate with Staffing Coordinator and Director to ensure adequate staffing levels are maintained. *

b.     Provide ongoing education and support, acting as resource to staff and new hires. *

5)            Assist with billing documentation and preparation.

a.     Perform patient-related services for Comprehensive Home Care, transcription of provider orders for verification, recertifications for waivered programs, and relay admission/discharge criteria to Director.

6)            Assist with various other Home Care responsibilities as needed, which may include assisting in the position of Home Health Aide.

Menorah Plaza Only:

1)    Assist HUD housing team with administrative duties, such as:

a.     Update tenant roster, food program tally, and tenant phone books.

b.     Assisting with HUD paperwork and ensure housing applications are processed efficiently.

c.     Additional projects and programming as requested.

2)    Screen and direct all incoming calls and visitors to the appropriate departments, relaying verbal and written messages as needed.  Respond to requests as appropriate and ensure visitors sign in.*

3)    Ensure documentation is maintained to comply with applicable policies and regulations. *

4)    Ensure safety by viewing camera monitors, watch for suspicious activity, responding to potentially dangerous situations and checking in o resentments/tenants when appropriate. *

5)    Clean, organize and maintain the reception area. *

Roitenberg Only:

1)    Provide first line support to Home Health Aides, responding to performance-related matters and escalating items to the RN Coordinator or Director as necessary. *

a.     Assist RN Coordinator and Director with performance management documentation as needed. *

2)    Assist with Service Plan preparation, reviewing Service Plans and providing the estimation of fees for services. *

a.     Coordinate high volume of DME orders due to High Acuity Clients in Roitenberg’s Enhanced Assisted Living facility. *

3)    Facilitate review of Customized Living Tools with Case Manager and RN Coordinator or Director.

a.     Review services and reimbursement, noting change of condition as required. 

*Denotes essential function of the position.

JOB SPECIFICATIONS

Education, Experience and Credentials

·         High school graduate or equivalent required.

·         Six months or more experience in a similar position preferred.

·         Previous work experience in long-term care preferred.

·         HHA or CNA experience in Comprehensive Homecare preferred.

·         Current certification in CPR preferred; upon hire if not certified, must obtain no later than 60 days from hire.

 Knowledge, Skills and Abilities  

·         Flexible and productive in an environment with regular interruptions.

·         Display high levels of customer service, responding promptly and thoroughly to the inquiries and needs of individuals both internal and external to the organization.

·         Possess effective problem solving skills.

·         Strong computer skills, including Microsoft Word, Excel, Outlook, Internet, and other applications.  Must be skilled in database management and record keeping.

PHYSICAL REQUIREMENTS NECESSARY TO PERFORM THIS JOB

Incumbent must be able to:

·         Perform light work, with occasional or negligible lifting of objects weighing up to 20 pounds.

·         Occasionally perform heavy work, lifting up to 50 pounds as needed when assisting Home Health Aide duties. Push/pull clients in wheelchairs up to 200 pounds a distance of several feet as needed.

·         Effectively communicate in English language; including reading, writing and following instructions, in order to communicate with people inside and outside the organization.

·         Able to effectively use office equipment to review and create information.

·         Work at a desk for extended periods of time and perform long hours of work sitting at a computer. 

·         Frequently stand and walk to move around office/building repeatedly throughout the day.

·         Able to work a flexible work schedule, including overtime, nights and weekends as required including attending events/meetings as needed.

·         Possess a valid driver’s license with good driving record, and proof of valid insurance. 

·         Must have reliable transportation.

TOOLS AND EQUIPMENT USED

·         Use telephone, computer and standard office equipment. 

WORK ENVIRONMENT

The work environment is primarily indoors.  There is some exposure to the outdoors and inclement weather when traveling between sites.

This job description does not necessarily list all the functions or accountabilities of the job.  Employees may be asked by management to perform additional duties and tasks.  Management reserves the right to revise and update job descriptions at any time.

Sholom is an Equal Opportunity/Affirmative Action Employer.  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, and veteran or disability status.