Administrative Coordinator

Administrative Coordinator

The Administrative Coordinator works under the supervision of the Director of Operations (DOO). The position provides administrative support, maintains the phone system, and provides front desk presence. The Administrator Coordinator has responsibility and accountability to maintain accurate patient records and releases information to patients, healthcare facilities and other entities while following all laws and regulations including HIPAA.

Primary Job Duties

Supports office operations, monitoring phone system, and processing all incoming and outgoing mail.

Provides facilities coordination.

Demonstrates the ability to use time effectively and prioritize assigned duties.

Ensures the safety of staff and visitors by adhering to and promoting safety and injury prevention measures in the workplace setting.

Appropriately and accurately pulls records for patient care, quality review, and audits in a timely manner.

Prioritize and complete patient related and revenue impacting tasks timely.

Effectively manages personal work schedule so that the agency operations are uninterrupted.

Maintains an appropriate standard of appearance which conforms to agency dress code.

Demonstrates positive interpersonal relations in dealing with all members of the organization.

Maintains confidentiality/HIPAA privacy standards and promotes customer satisfaction.

Effectively demonstrates the mission, vision, and values of the Agency daily.

1.0 50% Quality of Work:

1.1 30% Supports office operations as demonstrated by:

• Responds to phone messages and channels them appropriately.
• Greets all company guests and manages the visitor log/badges.
• Process incoming and outgoing mail/packages; track all postage and inform the accounting department when there is a need for more postage.
• Manage flow of incoming faxes via Forcura and other branch documents.
• Maintains and updates office phone list and/or directory.
• Responsible for making copies, scanning and emailing as requested.
• Assists with putting together orientation packages, and working special projects as requested.
• Tracks PPE.
• Maintains a neat and professional front desk office.
• Prints and mails patient plan of care.
• Provide administrative support to other departments as needed.

1.2 20% Provides facilities and patient care coordination as demonstrated by:

• Completes twice a day walk-through to ensure office is tidy.
• Responsible for checking the common areas at the end of each business day.
• Maintains par levels for office supplies and coordinates reordering as needed.
• Ensure accuracy of all medical supply orders with timely approval (branch specific).
• Completes HCHB workflow timely to include verification of consents and NOMNC forms, faxing missed visits/DC summaries, transfer summaries to physicians, coordination of DME/mobile imaging orders, patient demographic changes, faxing of lab results, patient transfer to inpatient facility notes, and prebill audits.
• Places service calls for office machines, equipment and other repairs as directed.
• Assists facilities manager in oversight of agency Fleet.

2.0 15% Productivity

2.1 15% Demonstrates the ability to use time effectively and prioritize assigned duties by:

• Plans and prioritizes work activities for maximum productivity and efficiency.
• Responds to email, Microsoft Teams communications, and voicemails within 2 hours.
• Initiates and completes work assignments in a self-directed manner with minimal need for constant supervision.
• Assures the completion of assignments within the scheduled time frame.
• Serves on at least one committee or assigned project annually.
• Other duties as assigned by management team.

3.0 5% Safety

3.1 5% Ensures the safety of clients and staff by adhering to and promoting safety and injury prevention measures in the workplace setting. Reports unsafe conditions immediately.

4.0 10% Attendance and Punctuality

4.1 10% Effectively manages personal work schedule so that agency operations are uninterrupted as demonstrated by:

• Provides proper notification of absences or tardiness.
• Takes action to prevent and/or minimize recurring absences or tardiness.
• Coordinates schedules time off with other members of the team to ensure adequate staffing.
• Adjusts personal time schedule when requested to accommodate agency needs.
• Plans ahead so that personal requests for time off do not disrupt the workflow.

5.0 5% Personal Appearance

5.1 5% Maintains an appropriate standard of appearance which conforms to agency dress code.

6.0 10% Teamwork, Mission and Values

6.1 10% Demonstrates positive interpersonal relations in dealing with all members of the organization as demonstrated by:

• Communicates in a positive and productive manner.
• Demonstrates respect for team members.
• Manages stress and personal feelings without a negative impact on the team.
• Participates in community outreach activities that promote the goals and objectives of the agency.
• Responds to all employees and clients in a courteous, sensitive and respectful manner.

7.0 5% Confidentiality

7.1 5% Maintains confidentiality in all professional areas and considers the needs of clients and their families, other employees, physicians, visitors, and all members of the community in an informative, courteous and compassionate manner.

Job Specifications

Education: High school graduation.

Licensure / Certification: None.

Experience: Working knowledge of commonly used concepts, practices and procedures used within administrative support. 1-2 years experience in the field or related area.

Essential Technical Skills: Working knowledge of MS Office including Word, Excel and Access, Windows 2000, Microsoft Outlook, Email, typing of 45 wpm and basic phone skills.

Interpersonal Skills: Teamwork and communication skills essential.

Essential Physical Requirements: Varied periods of sitting or standing, walking, lifting up to 25 lbs. and carrying files, long periods of data entry.

Essential Mental Requirements: Ability to concentrate with frequent interruption, handle pressure of deadlines, good judgment, ability to follow procedures, ability to work independently.

Essential sensory requirements: Visual acuity, touch, hearing.

Exposure to Hazards: Office environment, toner for office machines, pitch of printers and computers.

Other – Hours of Work: Minimum 40 hours week, 8:00 am –5:00 pm, Monday through Friday. Overtime may be required during peak workloads or increase in volume.