Clinical Records Coordinator

JOB SUMMARY: Responsible for providing administrative support and maintaining Clinical for residential services, to include assistance with arranging for Doctors' Day, case staffings PQI reports, expenditures, monitoring and collecting data as needed.


ESSENTIAL FUNCTIONS:

1. Provides administrative support for Clinical and Behavioral Services, including telephone coverage, mail/email handling, support with campus wide intakes documentation being entered into the electronic medical records system and necessary communications internally and externally.
2. Contact providers regarding outstanding medical information including but not limited to billing statements, Medicaid numbers, follow up on payment, and required documentation.
3. Assists and supports Program Staff through coordination with case managers, provides requested information from records and follow ups with requests as needed.
4. Maintains the integrity and compliance of the client case record both hard copy and electronically within the electronic medical records system.
5. Participates in organization's continuous quality improvement efforts for both PQI reporting as well as COA compliance, and Submit internal PQI and external PQI report quarterly.
6. Audits the clinical charts monthly for deficiency in documentation and reports them to the clinical director and/or designee. Prepare charts from new youth intake and follow up with CMO and/or FSFN for necessary required documentation.
7. Produces and maintains weekly and Monthly reports including Placement, Bed Hold requests, Census, Monthly Statistics, client monthly reports, restitutions, and required reports for funding sources.
8. Provide a monthly update on restitution reimbursement status.
9. Distribution of weekly petty cash to cottages, as well as monthly allowance for youth. Reconcile receipts and prepare for submission to Fiscal weekly/Monthly.
10. Is responsible for ordering all office supplies for residential and clinical staff, complete expenditure form for fiscal.
11. Complete collecting all invoices and complete expenditure forms on a monthly basis for psychiatric services rendered. Submit to Director for review and approval.
12. Maintain and update all staff training binders, training check off lists, and collect all staff performance binders, meeting minutes, and agendas.
13. Perform administrative duties related to hiring as needed
14. Perform other related duties as assigned.

MINIMUM QUALIFICATION REQUIREMENTS:

Education & Experience:

• An associate degree from an accredited college or university social work, business or related field and a minimum of one year experience in administrative and or clerical work, managing records, and providing customer service. Or a high school diploma with a minimum of two years' experience in administrative and or clerical work, managing records, and providing customer service. Computer knowledge to include MS Word, Excel, Spread sheets, Power Point, Outlook required. Familiarity with medical records systems, and or medication a plus!

Licenses & Certifications:

• Must possess and maintain a valid Florida driver's license with no record of criminal driving offense or license suspension.
• Must possess means of providing job related transportation and show proof of required insurance. Must be insurable under CHN's current auto insurance policy.
• Must be able to work flexible hours, including evenings, weekends, and holidays.
• Must successfully complete and maintain FDLE clearance, federal background and state criminal background check, and sexual predator screening.

COMPETENCIES & PROFESSIONAL DEVELOPMENT:

Annual Training Requirements: The following training topics are required annually: Sexual Harassment, Blood-born Pathogens, Workplace Accident Prevention and Reporting, Confidentiality and Privacy Practices, Diversity/Cultural Competency, Child Abuse and Neglect Mandated Reporter Statutes and Methods, Prevention of Violence in the Workplace, OSHA-related training, Crisis Prevention, and Program Goals.

Knowledge, Skills and Abilities:

• Ability to effectively provide training and instruction in a clear and concise manner
• Knowledge of childhood development and related mental health processes.
• Knowledge of child abuse or neglect reporting procedures and methods.
• Ability to establish effective working relationships with clients, co-workers, supervisors and other individuals in a diverse arena.
• Knowledge of community based services and interventions that serve the needs of foster children including but not limited to behavior and mental health services that address developmental, trauma, medical and other special needs.
• Ability to communicate effectively and professionally, verbally and in writing.
• Skilled in de-escalation techniques and managing stressful situations.
• Computer skills to include knowledge of Microsoft Outlook, Word, Excel, FSFN and other identified programs.