Office Coordinator - Arkansas Hospice : Job Details

POSITION SUMMARYThe Office Coordinator performs a variety of clerical duties including data entry, photocopying, faxing and file maintenance. Medical record responsibilities include auditing, preparing related documents, scanning/attaching, order tracking, and ensuring the medical records are complete and in compliance with policies and procedures, state and federal rules and regulations. The Office Coordinator/Scheduler greets visitors, receives telephone calls, and records messages in the absence of other team members. The Office Coordinator/Scheduler also performs scheduling tasks. In some locations, the Office Coordinator and Scheduler are separate positions; however, each position is cross trained to substitute in the other's absence and to assist the other daily if/when needed.QUALIFICATIONSEducation: High school diploma or GED required. Experience: A minimum of one-year previous clerical/administrative related work experience, preferably in a healthcare setting using an electronic medical record. Prefer advanced skills in a variety of computer software applications including word processing, spreadsheets, and database.Additional Requirements: Must be proficient in Microsoft Excel and Word with a minimum typing speed of 45 wpm. May be required to work flexible hours and occasional overtime.PRIMARY RESPONSIBILITIES

Types memos and other documents as assigned.

Performs basic data entry duties in a timely and accurate manner.

Photocopies and assembles documents as assigned.

Maintains office files in an efficient manner.

Assists with coordination of meetings and other special events.

Receives telephone calls and records accurate, timely messages in the absence of other team members and relays messages to staff as applicable. This may also include receipt and entry of a referral and pre-admit collaboration documentation in HCHB.Receives, dates, and distributes postal mail promptly and accurately, as applicable per office.

Orders supplies and maintains appropriate inventory based on established guidelines with appropriate supervisory signatures, as applicable per office. Maintains the staff break room, bathroom, supply closet, and reception area in a clean and orderly manner at all times, as applicable per office.

Assembles admission packets for use in initiation and evaluation visits, as applicable per office.

Assembles nursing home binders upon admission/transfer, and assists as needed with printing updated documents and coordinating delivery.

Assembles and audits new medical records within 1 business day of admission/incoming transfer and audits discharged medical records within 3 business days of discharge (including revocations, transfers and deaths). Maintains and tracks missing/delinquent documentation in a designated binder for all audit sheets. Contacts the clinician, supervisor and/or HIM Auditor as needed, to obtain missing/delinquent documentation for filing within the 7 day state regulatory requirement in order to complete and close the audit.

Tracks all physician orders which includes: monitoring Forcura dashboard; running HCHB reports to identify pending orders; faxing/delivering to physicians who do not electronically sign; entering dates to update status when sent, signed and received; scanning, attaching and filing; contacting physicians to follow up on outstanding orders and documenting those contacts; closely monitoring time-sensitive orders such as DNRs, Medicaid CTIs that must be signed within 8 days, and any unsigned CTI Order that is a billing hold; collaborating with the Area Manager and/or Provider Relations Representative as needed to assist in obtaining order signatures.Prepares and maintains a report of Transfers in Excel, and prints for each IDG meeting.

Prints and/or faxes documents from HCHB or Forcura as needed or requested, ensuring adherence to HIPAA privacy laws and related Arkansas Hospice policies.

Monitors Forcura inbound faxes and processes appropriately, including attachment to HCHB chart within 2 business days of receipt, printing/distributing to the intended recipient and/or archiving.

Scans and attaches all paper documents to the HCHB chart within 2 business days of receipt, and then files in the paper chart within 7 days.

Ensures the paper chart can be located at all times by the use of the medical record sign in/out log.

Responsible for boxing up prior year closed paper charts and coordinates with the Health Information Management Director on archiving those records for off-site storage.

Processes all assigned HCHB workflow in a timely manner, including Patient Related Tasks, Review Coordination Notes and Administrative Tasks. The workflow tasks specify the responsible position of Office Coordinator or Scheduler for offices in which these roles are delineated.

Schedules visits on demand per staff request, in addition to routine scheduling workflow generated upon admit and calendar order changes.

Verifies patient visits per paper documentation by agency staff and during EMR system downtime.

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 and departmental policies and procedures.

Continually meets 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.

Performs other duties as assigned.

COMPETENCIES, KNOWLEDGE, SKILLS, AND ABILITIESTHIS 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.

Knowledge of multiple computer software applications.

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.

Competent in the use of numeric and alphabetic filing systems.

Competent in the use of electronic medical record systems.

This position is designated as safety sensitive because it 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.