Resident Services Coordinator
12 days ago
Sayville
Job Description DUTIES AND KEY RESPONSIBILITIES: • Staff Scheduling/Recruitment, • Coordinates and plans staff schedules, taking staff needs into consideration., • Coordinates all staffing requirements and scheduling of Wellness and Reflections Departments., • Assures staffing par levels are met daily for all shifts., • Coordinates coverage with Reflections/Wellness Directors to approve/disapprove staff requests for paid time off., • Completes/Projects/Posts Monthly Master Schedule in On Shift in timely matter., • Updates any/all staffing changes for all shifts daily in On Shift. (Example : Sick Calls , Early Clock In / Out)., • Patiently manages last-minute changes in scheduling., • Assists with recruitment needs by advising Director of Administrative Services (DAS) of open positions., • Assists with coordinating candidate interviews for Directors of Wellness/Reflections, • Participates in staffing meetings, • Assists DAS with applicant completing onboarding/submitting all mandatory new hire paperwork., • Manages staff call-outs appropriately by following proper protocol., • Assists DAS with any inquiries regarding payroll as they related to shift hours paid., • Assists DOW and/or DAS with monitoring status of required in-service education for staff., • Resident Record Oversight/Resident Support, • Maintains Resident chart/file:, • Files resident documents ensuring completeness of records/documents prior to filing., • Assists the DOW/DOR with obtaining pre-admission documentation as directed and ensures that resident chart is compiled., • Assists DOW/DOR with maintenance of the residents’ Electronic Health Records (EHR) including but not limited to:, • uploading pertinent documents to the EHR upon move-in and throughout the resident’s residency, • ensuring completeness of all resident information including diagnoses, allergies, immunizations, weights, service plan, tasks., • runs reports as requested by DOW/DOR, • Reviews medical evaluations and all admission forms, and interval documentation and documents, for timely completion, accuracy, and completeness as these pertain to company policy and State Department of Health requirements:, • Ensures completion and receipt of resident annual medical evaluations, • Refers to the DOW/DOR documentation that is incomplete, incorrect and/or coming due., • Performs monthly chart reviews/audits (EHR/Paper charts) ensuring that various records and forms are:, • in proper order, • current/updated including proper staff and physician sign-off as required, • Maintains overflow (current year) and historical (prior years) resident records as per company policy and assure all needed documents specific to individual Resident’s files are appropriately filed., • Monitors electronic record dashboard to ensure completion of:, • all resident evaluations/service plans by DOW or designee care, • completion of care/medication assistance tasks by care staff., • response to care alerts, • presents any identified issues to DOW or designee., • Assists with chart-to-cart audits to ensure, • presence of all needed forms for the Medication Assistance Program where indicated and appropriate, i.e. prn capability, • prescriptions/orders are present and reflective of current medication regimen, • refers discrepancies to Department Head and/or appropriate staff, • Organizes charts post resident discharge following chart order guide and provides complete and organized chart to Director of Case Management., • Assists with provider visits ensuring resident records are prepared and lists of residents to be seen available to provider, • Communication, • Communicates with pharmacy, physician, physician offices, home health and hospice providers, hospital and skilled nursing facilities discharge planners, Resident/Resident Representatives, et al, as needed., • Administrative Responsibilities, • Communicates with internal and external members of the care team., • Analyzes recurring errors and bring to the attention of the DOW and/or Executive Director if necessary., • Identifies frequent errors occurring by a single person., • Performs various data entry and information retrieval tasks using computerized systems., • Types/word processes and proof correspondence, reports, forms, manuals, records, and other materials from taped, handwritten, or typed copy., • Create spreadsheets, compose correspondence, manage databases, and create reports and documents via desktop publishing., • Photocopies and collates various materials as these pertain to scope of responsibilities., • Performs key office reception functions, answering phones and greeting Residents and others in person; screen calls and visitors to determine nature of request or problem; refer to appropriate staff member(s) and take messages., • Performs other duties as assigned by Director of Wellness, Director of Reflections, and Executive Director (ED) or ED designee. QUALIFICATIONS: • Associates Degree preferred, • One to two years of relevant project management, medical office management, or administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired. (Relevant training/experience in a medical setting desirable), • Working knowledge of medical and nursing terminology, • Excellent computer skills (MS word, excel, outlook etc.), • Experience in staffing and scheduling required., • Excellent spelling, filing, reception, and other general office skills. Good basic reading, writing and math skills. Some training or experience in use of computerized filing/data base management systems., • Experience utilizing a variety of office equipment, such as facsimile machines, photocopiers, and telephone systems., • Ability to speak clearly and comfortably to and deal courteously and efficiently with Residents, Residents families, physicians, property personnel, and others., • Must be able to speak, read, and write in English, which is the predominant language of a majority of our residents., • Must be emotionally, mentally and physically able, with or without reasonable accommodations, to provide required services to residents, including verbally communicating with residents., • Ability to use discretion in handling confidential information., • Must be able to listen attentively to residents', requests and preferences, ensuring exceptional customer service., • Independent worker., • Complete required in-services as per policy. WORKING CONDITIONS & PHYSICAL REQUIREMENTS: • Working in an assisted living community- a 24 hours/day & 7 days/week operation., • Standing 20%, • Busy office with many distractions, • Phone interaction 30%, • Communication with staff and/or residents 75%, • Sitting 75%, • Working on a computer 75%, • Walking the building 20%, • Lifting up to 50 lbs.
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