The Administrative Coordinator is responsible for providing administrative services to support a professional health home health care office. He/she possesses general knowledge of HIPAA, customer services, document management processes and electronic communication. Coordinate clinical tracking of documents related to Plan of Care, clinical/personnel requirements. In addition, the Administrative Coordinator performs audits as necessary to ensure compliance.
Essential job duties:
1. Responsible for fielding telephone calls and directing office visitors.
2. Document readiness for surveys, DOH, CHAP, DHMH, binders.
3. Assist in document preparation and editing for monthly and quarterly meeting.
4. Distribution of all incoming and outgoing correspondence and mail.
5. Responsible for tracking Plan of Care (POC) documents.
6. Send verbal orders and Plan of Care to Primary Care Physicians, insurance companies and case managers.
7. Follow-up on all POC’s not signed in 7 days by contacting PCP’s office and resubmit by fax or take to PCP’s office for signature; 3 days from date faxed, call PCP to request return of POC. Notify Office Manager/Clinical Director of POC’s not received in 14 days after 3 documented attempts have been made.
8. Assists with electronic and manual filing of documents.
9. Responsible for document reproduction, Safe Packs, tool kits, i.e.: Well Mom/Baby, Adult, Pediatric, Infusion), and Home Charts.
10. Ensures timely and cooperative inter- and intra-departmental relationships and communications throughout the HSC Home Care and the HSC System and with individuals external to the company.
11. Keeps the Clinical Director appropriately informed about all significant issues and problems; and seeks the Clinical Director’s counsel when necessary.
12. Set up for all identified meetings, i.e.: In-services, orientation, or others as assigned.
13. Assists with projects and special initiatives as assigned.
14. Participates on assigned committee(s): Education Committee and minutes for Case Conferences.
At least two (2) years of administrative experience working in professional health care settings, experience working in home health agencies is a plus. He/she must possess excellent customer service skills and a professional demeanor, along with effective oral and written communication skills. Bilingual preferred. Ability to manage deadlines and competing priorities is a must.
Ability to read and understand operations manuals; ability to maintain positive work related interaction; critical thinking ability; ability to maintain positive relationships with others; must be proficient in MS Office and other software programs; and knowledge and understanding and understanding of the DC Department of Health, CMS, OSHA and other appropriate agencies regulation standards and requirements. Must be able to type 40 + wpm.
None required. CPR certification preferred.
Associate’s Degree preferred.