Resident Services Coordinator

Responsibilities

• Coordinates and plans staff schedules, taking staff needs into consideration.
• Coordinates all staffing requirements and scheduling of Wellness and Reflections Departments.
• Assures staffing par levels are met daily for all shifts.
• Coordinates coverage with Reflections/Wellness Directors to approve/disapprove staff requests for paid time off.
• Completes/Projects/Posts Monthly Master Schedule in On Shift in timely matter.
• Updates any/all staffing changes for all shifts daily in On Shift. (Example : Sick Calls , Early Clock In / Out).
• Patiently manages last-minute changes in scheduling.
• Assists with recruitment needs by advising Director of Administrative Services (DAS) of open positions.
• Assists with coordinating candidate interviews for Directors of Wellness/Reflections
• Participates in staffing meetings
• Assists DAS with applicant completing onboarding/submitting all mandatory new hire paperwork.
• Manages staff call-outs appropriately by following proper protocol.
• Assists DAS with any inquiries regarding payroll as they related to shift hours paid.
• Assists DOW and/or DAS with monitoring status of required in-service education for staff.
• Resident Record Oversight/Resident Support
• Maintains Resident chart/file:
• Files resident documents ensuring completeness of records/documents prior to filing.
• 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
• 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:
• Ensures completion and receipt of resident annual medical evaluations
• 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:
• 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.
• 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.
• 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
• 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
• Communication
• 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.
• Administrative Responsibilities
• Communicates with internal and external members of the care team.
• Analyzes recurring errors and bring to the attention of the DOW and/or Executive Director if necessary.
• Identifies frequent errors occurring by a single person.
• Performs various data entry and information retrieval tasks using computerized systems.
• Types/word processes and proof correspondence, reports, forms, manuals, records, and other materials from taped, handwritten, or typed copy.
• Create spreadsheets, compose correspondence, manage databases, and create reports and documents via desktop publishing.
• Photocopies and collates various materials as these pertain to scope of responsibilities.
• 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.
• Performs other duties as assigned by Director of Wellness, Director of Reflections, and Executive Director (ED) or ED designee.