Job Summary:
The Health Center Support Coordinator provides administrative and operational support to the Health Center through medical records management, insurance verification and authorizations, employee orientation and education support, and supply and equipment coordination. The position supports the Director of Nursing and Health Center Leadership Team and carries out assigned responsibilities in accordance with Trinity Woods policies and applicable state and federal requirements.
Maintains attitudes and behaviors that demonstrate and uphold the Mission and Vision Statements of Trinity Woods (TW), supports the TW values and shows an understanding of TW’s person-centered philosophy.
Job Requirements
- High school diploma or GED required.
- Three to five years of relevant professional experience required; at least two years of medical records experience preferred.
- CNA or CMA certification required; LPN or RN licensure preferred.
- Knowledge of medical records practices, supply management, and applicable long-term care state and federal requirements.
- Strong computer and data entry skills, including internet-based applications and Microsoft Office; experience with PointClickCare (PCC) preferred.
- Strong organizational, planning, analytical, and time management skills, with attention to accuracy and follow-through.
- Ability to communicate effectively and courteously with members, families, employees, vendors, and others at all levels of the organization.
- Ability to work collaboratively with nursing, therapy, social services, dining, business affairs, and other departments.
Medical Records Responsibilities
· Organizes and maintains active and discharged Health Center electronic medical records using established systems and procedures.
· Scans documents into the appropriate member’s electronic medical record and verifies that each scan is complete, legible, and filed in the correct location.
· Maintains confidentiality and safeguards records against unauthorized access or removal.
· Responds to requests for medical records and provides authorized information in accordance with Trinity Woods procedures and applicable state and federal requirements.
Insurance Verification and Authorization Responsibilities:
· Obtains required insurance verifications and authorizations for therapy services provided to Health Center and non-Health Center members for outpatient therapy services.
· Collects and submits documentation requested by insurance companies in coordination with nursing and therapy.
· Communicates approved coverage dates and authorization updates to the nursing and therapy teams.
· Completes long-term care insurance claim forms at the beginning of each month and assists members and families with submitting new claims.
Employee Orientation and Education Support Responsibilities:
· Assists with assigning mentors to new Health Center employees.
· Reviews orientation packets with new employees, collects completed packets, and follows up on missing items.
· Collaborates with the Director of Nursing to coordinate and schedule student clinical education in the Health Center.
· Coordinates employment-related health screenings and vaccination documentation for Health Center employees, including tuberculosis and hepatitis B, in accordance with established procedures.
Scheduling Responsibilities:
· Serves as UKG scheduling software superuser, updates schedules and provides education and support to Health Center supervisors.
- Develop, coordinate and maintain daily, weekly, and monthly schedules to ensure efficient workflow and resource allocation.
- Ensure adequate staffing and resource coverage to meet business and operational requirements.
- Communicate schedule changes, updates and assignments in a timely and professional manner.
- Coordinate schedule coverage for vacations, absences and unexpected staffing needs.
- Provide regular updates regarding scheduling progress, delays, and potential issues.
Supply and Equipment Responsibilities:
· Maintains appropriate Health Center supply levels and coordinates orders with approved vendors.
· Coordinates Health Center supply deliveries, organization, and distribution.
· Coordinates Health Center equipment needs with the appropriate leaders and vendors.
· Provides accurate information to the Finance Department for monthly member supply and equipment charges, as applicable.
Additional Responsibilities:
· Attends meetings and participates in projects as assigned by the Director of Nursing.
· Provides supplemental staffing support at the direction of the Director of Nursing, within the employee’s certification or licensure and demonstrated competency.
· Performs other reasonably related duties as assigned.