Intake Coordinator, Ombudsman Program

For more than 50 years, Wise & Healthy Aging has been serving older adults at all stages of their lives. Offering a wide range of services for older adults from pre-retirement through elder years, we also offer services for caregivers and their families and work closely with other senior services and community organizations who share our passion and commitment to making a difference in the lives of older adults. Wise & Healthy Aging has received numerous designations of excellence from Guide Star, GREATNONPROFITS, and is nationally certified as a Great Place to Work.

We offer competitive salaries and comprehensive benefits. For staff who regularly work 30 or more hours per week, benefits include employers pays up to 80% of health insurance, 100% company-paid dental, 401(k) plan with competitive employer match, Flexible Spending Account (FSA), optional life and vision insurance, 14 paid holidays plus paid time off (PTO).

POSITION SUMMARY

This position will receive and process confidential client information from various sources, including over the phone, via fax, email, and in person, for the Los Angeles Long-Term Care Ombudsman Program. The Coordinator will enter data from monthly reports.

PRIMARY RESPONSIBILITIES

• Answer the phone live 70% of the time
• Conduct intakes live over the phone, from faxes, emails, or in person, and enter them into the state-required data collection system.
• Input intakes in the data management system live or immediately after getting off the call.
• Keep daily logs current.
• Name and save transfer discharge notices to the appropriate regional folder.
• Input data into the appropriate data system.
• Review source documents for accuracy and correctness.
• Generate reports as needed, meeting prescribed deadlines.
• Ensure that facility lists, including but not limited to those in the state-required data collection system, are up to date and that the database is clean.
• Adhere to the consent and confidentiality provisions required by the ombudsman program, including maintaining confidential files and information.
• Attend all meetings regarding the maintenance/revisions of all data reporting systems. Meetings may be internal or external.
• Assist with particular data-related projects as needed.

OTHER RESPONSIBILITIES

• Assist with administrative duties, including assembling binders or other files.
• Provide backup support in maintaining volunteer files as requested by the supervisor.
• Notify the manager, Vice President, or Operations Manager if equipment is not working, like fax machines or phone lines.

ESSENTIAL JOB FUNCTIONS

• Ability to use keyboard and phone to intake information.
• Ability to accept all complaints, including reports of alleged elder and dependent adult abuse.
• Ability to answer the phone live.
• Compile and accurately report statistical data conforming with established policies and procedures using the state-required data collection system (Ombudsman Data Integration Network (ODIN).

POSITION QUALIFICATIONS

• Minimum of High school diploma or GED required with a minimum of two (2) year's college preferred.
• Minimum of five (5) years' experience in a data collection/reporting role.
• Working knowledge of Microsoft Office including Outlook and Excel.
• Demonstrated ability to communicate effectively in writing and orally.
• Proven organizational skills to prioritize work and meet deadlines.
• Detail oriented to flag errors and to question inconsistencies in information.
• Ability to interface/relate well with all levels of staff and with the public

WORK ENVIRONMENT

The position will be based in the main office of WISE & Healthy Aging located in Santa Monica, California.

Benefits & Compensation:

We offer competitive salaries and comprehensive benefits. For staff who regularly work 30 or more hours per week, benefits include 80% company-paid medical, 100% company-paid dental, 401(k) plan with competitive employer match, Flexible Spending Account (FSA), optional life and vision insurance, 13 paid holidays plus paid time off (PTO).