Office Coordinator

Full-and Part-Time Employee Benefits

Medical, Dental, and Vision Insurance Cancer plan.

401(k) retirement plan with matching Accident plan.

Paid time off (PTO) program Critical life events plan.

Tuition and certification reimbursement Employee Assistance Program (EAP).

Group Term Life Insurance and AD&D Free parking at all locations.

Short term and Long term disability Mileage reimbursement for company travel.

Un-reimbursed medical and dependent care.

POSITION SUMMARY

The Palliative & Primary Care Office Coordinator works in collaboration with the APC & AAC staff, Director of APC & AAC, APRN staff, AH physicians, and works with patients in a variety of settings (i.e., private home, nursing home, hospital, hospice facility). The Palliative & Primary Care Office Coordinator conducts Face to Face scheduling, RCS tasks, Maintaining APC & AAC schedules and will serve an integral role by providing high quality care to our patients and ensuring excellent customer service to our referring clinicians and partner facilities.

QUALIFICATIONS

Education: High school diploma or GED.

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

1. Types memos and other documents as assigned.
2. Performs basic data entry duties in a timely and accurate manner.
3. Coordinate and assign all Face-to-Face visits monthly for APRNs .
4. Maintains office files in an efficient manner.
5. Assists with coordination of meetings and education.
6. 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 Electronic Health Record.
7. Serves as the backup to other office related staff.
8. Coordinates arrangements for all journal club, staff meetings and other assigned duties.
9. Maintains reports for the use of all grants, MIPs and meetings as assigned.
10. Immediately notifies supervisor of any patient care issues discussed during conversations with referral sources.
11. Maintains and tracks missing/delinquent documentation for data from providers. Contacts the clinician, supervisor and/or APC Director, to obtain missing/delinquent documentation for filing.
12. Tracks all insurance verification.
13. Provides schedule upkeep and any other assigned duties for Associate Medical Director and APC & AAC Director.
14. Obtains data on physical, psychological, social, and spiritual factors that may influence patient/family health status; incorporates the data into the plan of care, reports and program metrics as indicated.
15. Serve as a liaison between partner facilities and Arkansas Palliative Care.
16. Actively participate in QAPI program.
17. Accepts direction and follows instructions from supervisor; seeks additional information as needed; works with supervision.
18. Scans and attaches all paper documents to the EHR chart within 2 business days of receipt.
19. Acts in a professional manner and is cordial and respectful when interacting with patients, staff, physicians, and other Arkansas Hospice team members.
20. Collaborates with primary care nurse, PCC, Area Manager, or hospice team physician as needed to schedule Face to Face visits.
21. Provides services related to health maintenance and promotion, palliative care and end of life care.
22. Develops and nurtures relationships with nursing homes, assisted living facilities, hospitals, healthcare providers, and other referral resources.
23. Collaborates with intake staff to ensure proper identification and processing of potential patients to access appropriate level of care and/or service line based on patient/family needs.
24. Capture PQRS, CAPC and other data (such as quality and performance metrics) through data mining and/or audits of the appropriate Electronic Heath Record; record and report data; enter data into appropriate system accurately and within specified timeframes.
25. Schedules visits on demand per staff request, in addition to routine scheduling workflow generated upon admit and calendar order changes.
26. Promotes effective written and verbal communication with patients, families, interdisciplinary team members, and other healthcare providers and partners.
27. Completes special projects as assigned by Supervisor, Director and CMO
28. Always maintains strict confidentiality.
29. Utilizes and models excellent customer service skills at all times; seeks opportunities to assist patients, families and co-workers; demonstrates teamwork and cooperation.
30. Accepts direction and follows instructions from supervisor; seeks additional information as needed; works with minimal supervision.
31. Adheres to all organizational and departmental policies and procedures.
32. Continually meets organizational standards for attendance and punctuality; notifies supervisor in a timely manner when employee will be absent or late for work.
33. Attends all required meetings and in-services; seeks opportunities for additional professional development activities as appropriate.
34. Performs other duties as assigned.

COMPETENCIES, KNOWLEDGE, SKILLS, AND ABILITIES

THIS 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.

1. Knowledge of multiple computer software applications.
2. Skill in organizing and prioritizing workloads to meet deadlines.
3. Ability to communicate effectively both orally and in writing with co-workers and other customers.
4. Ability to follow basic safety policies and procedures.
5. Ability to use good judgment and to maintain confidentiality of information.
6. Ability to work as a team player.
7. Ability to demonstrate tact, resourcefulness, patience and dedication.
8. Ability to accept direction and adhere to policies and procedures.
9. Ability to work in a fast-paced environment and manage multiple priorities.
10. Competent in the use of numeric and alphabetic filing systems.
11. Competent in the use of electronic medical record systems.

This position is designated as a safety sensitive position because it requires the regular handling of confidential and/or proprietary Arkansas Hospice and patient information, performing life-threatening procedures, monitoring and/or operating equipment used to perform medical procedures, and/or working with controlled substances and/or medicine. Any lapse of attention could have a significant impact on Arkansas Hospice and/or its patients, and could result in injury, illness, or death. For the safety and health of yourself and others, you must be able to work in a constant state of alertness and concentrate for long periods of time while performing life-threatening procedures, monitoring and/or operating equipment used to perform medical procedures, and/or working with controlled substances and/or medicine.