Job Description

DUTIES AND KEY RESPONSIBILITIES

1. Staff Scheduling/Recruitment

1. Coordinates and plans staff schedules, taking staff needs into consideration.
2. Coordinates all staffing requirements and scheduling of Wellness and Reflections Departments.
3. Assures staffing par levels are met daily for all shifts.
4. Coordinates coverage with Reflections/Wellness Directors to approve/disapprove staff requests for paid time off.
5. Completes/Projects/Posts Monthly Master Schedule in On Shift in timely matter.
6. Updates any/all staffing changes for all shifts daily in On Shift. (Example : Sick Calls , Early Clock In / Out).
7. Patiently manages last-minute changes in scheduling.
8. Assists with recruitment needs by advising Director of Administrative Services (DAS) of open positions.
9. Assists with coordinating candidate interviews for Directors of Wellness/Reflections
10. Participates in staffing meetings
11. Assists DAS with applicant completing onboarding/submitting all mandatory new hire paperwork.
12. Manages staff call-outs appropriately by following proper protocol.
13. Assists DAS with any inquiries regarding payroll as they related to shift hours paid.
14. Assists DOW and/or DAS with monitoring status of required in-service education for staff.

1. Resident Record Oversight/Resident Support
   1. Maintains Resident chart/file:
      1. Files resident documents ensuring completeness of records/documents prior to filing.
      2. Assists the DOW/DOR with obtaining pre-admission documentation as directed and ensures that resident chart is compiled.

• Assists DOW/DOR with maintenance of the residents’ Electronic Health Records (EHR) including but not limited to:
  • uploading pertinent documents to the EHR upon move-in and throughout the resident’s residency
  • ensuring completeness of all resident information including diagnoses, allergies, immunizations, weights, service plan, tasks.
  • runs reports as requested by DOW/DOR

1. Reviews medical evaluations and all admission forms, and interval documentation and documents, for timely completion, accuracy, and completeness as these pertain to company policy and State Department of Health requirements:
2. Ensures completion and receipt of resident annual medical evaluations
3. Refers to the DOW/DOR documentation that is incomplete, incorrect and/or coming due.

• Performs monthly chart reviews/audits (EHR/Paper charts) ensuring that various records and forms are:
  • in proper order
  • current/updated including proper staff and physician sign-off as required
• Maintains overflow (current year) and historical (prior years) resident records as per company policy and assure all needed documents specific to individual Resident’s files are appropriately filed.

1. Monitors electronic record dashboard to ensure completion of:
   • all resident evaluations/service plans by DOW or designee care
   • completion of care/medication assistance tasks by care staff.
   • response to care alerts
   • presents any identified issues to DOW or designee.
2. Assists with chart-to-cart audits to ensure
   • presence of all needed forms for the Medication Assistance Program where indicated and appropriate, i.e. prn capability
   • prescriptions/orders are present and reflective of current medication regimen
   • refers discrepancies to Department Head and/or appropriate staff
3. Organizes charts post resident discharge following chart order guide and provides complete and organized chart to Director of Case Management.

• Assists with provider visits ensuring resident records are prepared and lists of residents to be seen available to provider

1. Communication
   1. Communicates with pharmacy, physician, physician offices, home health and hospice providers, hospital and skilled nursing facilities discharge planners, Resident/Resident Representatives, et al, as needed.

1. Administrative Responsibilities
   1. Communicates with internal and external members of the care team.
   2. Analyzes recurring errors and bring to the attention of the DOW and/or Executive Director if necessary.
   3. Identifies frequent errors occurring by a single person.
   4. Performs various data entry and information retrieval tasks using computerized systems.
   5. Types/word processes and proof correspondence, reports, forms, manuals, records, and other materials from taped, handwritten, or typed copy.
   6. Create spreadsheets, compose correspondence, manage databases, and create reports and documents via desktop publishing.
   7. Photocopies and collates various materials as these pertain to scope of responsibilities.
   8. Performs key office reception functions, answering phones and greeting Residents and others in person; screen calls and visitors to determine nature of request or problem; refer to appropriate staff member(s) and take messages.

1. Performs other duties as assigned by Director of Wellness, Director of Reflections, and Executive Director (ED) or ED designee.

QUALIFICATIONS

• Associates Degree preferred
• One to two years of relevant project management, medical office management, or administrative experience or a combination of education and experience from which comparable knowledge and skills are acquired. (Relevant training/experience in a medical setting desirable)
• Working knowledge of medical and nursing terminology
• Excellent computer skills (MS word, excel, outlook etc.)
• Experience in staffing and scheduling required.
• Excellent spelling, filing, reception, and other general office skills. Good basic reading, writing and math skills. Some training or experience in use of computerized filing/data base management systems.
• Experience utilizing a variety of office equipment, such as facsimile machines, photocopiers, and telephone systems.
• Ability to speak clearly and comfortably to and deal courteously and efficiently with Residents, Residents families, physicians, property personnel, and others.
• Must be able to speak, read, and write in English, which is the predominant language of a majority of our residents.
• Must be emotionally, mentally and physically able, with or without reasonable accommodations, to provide required services to residents, including verbally communicating with residents.
• Ability to use discretion in handling confidential information.
• Must be able to listen attentively to residents', requests and preferences, ensuring exceptional customer service.
• Independent worker.
• Complete required in-services as per policy.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• Working in an assisted living community- a 24 hours/day & 7 days/week operation.
• Standing 20%
• Busy office with many distractions
• Phone interaction 30%
• Communication with staff and/or residents 75%
• Sitting 75%
• Working on a computer 75%
• Walking the building 20%
• Lifting up to 50 lbs.