Administrative Coordinator

Job Title: Administrative Coordinator
Department: Administrative/Business Support
Location: Park Ridge Child Care Center, 1539 Long Pond Rd., Rochester, NY 14626
Hours Per Week: 40 hours
Schedule: Monday through Friday, 9:30 AM to 6:00 PM

SUMMARY

Clinical position:

Participates and supports oversight of office processes of the Medical Management Department to maintain daily operations. Oversees the daily review process of the third party payors ensuring information is tracked and trended for reporting purposes. Acts as a liaison and collaborates with Patient Financial Services and Patient Access to assure authorization requirements of third party payors are maintained. Creates departmental reports for senior management.

Grant funded position:

Enroll patients in the RPCN (33 Grant) Federal Medial Assistance Program. Determine potential eligibility and make referral for assistance for community-based and entitlement programs for patients and families; primarily, Child Health Plus, Family Health Plus, Medicaid and any other program for which the patient may be eligible. Make appropriate referrals to those staff as well as community resources for assistance in application to those programs. Enroll &/or refer all Medicare recipients to a Medicare HMO/Part D Enrollment. Strong emphasis on obtaining best possible outcomes for patients.

Bed Coordinator position:

The Administrative Bed Coordinator ensures appropriate utilization of hospital beds through frequent collaboration with the professional staff in facilitating more timely transfers, establishing priority in patient admissions and appropriate placement of patients. Supports the hospital’s mission by promoting and sustaining an environment dedicated to the provision of optimal care for all patients and customer satisfaction. Primary function is procurement and communication of bed assignment for the adult/pediatric med-surg population from various entry points such as ED, OR/PACU/Spec Proced/Endoscopy, Direct Admits(Clinics, Homes, MD Offices, Nursing Homes), Cardiac Cath Lab external locations as well as creating bed movements for intrahospital and interhospital transfers

Biomedical Engineering:

Supports the Biomedical Engineering department in managing medical equipment and in implementing the medical equipment management program. Facilitates the processes and maintains the resources necessary to meet hospital objectives in managing medical equipment.

Patient Safety Institute:

Supports the system-wide Patient Safety Program by providing administrative support to the program departments. Anticipates and supports oversight of processes to maintain daily operations. Oversees public reporting, Infection Prevention and Performance Improvement program data requirements including data entry, analysis, and reports. Develops and maintains pertinent quality data bases.

Performance Improvement:

Responsible for review and abstraction of inpatient and outpatient core measures, other mandated/publicly reported measures, and data abstraction supporting organizational priorities to help ensure compliance with nationally recognized quality patient care processes and clinical outcomes.

Facilities:

To provide administrative support for the Facilities Department, coordinate daily operations, and maintain facility documentation for health and safety issues.

Physician Advisory Department:

Participates and supports oversight of office processes of the Physician Advisor Department to maintain daily operations. Oversees the review process ensuring transfer and admission authorizations from third party payors is tracked and trended for reporting purposes. Acts as a liaison and collaborates with Patient Financial Services and Patient Access to assure authorization requirements of third party payors are maintained. Develops and maintains the monthly Physician Advisor schedule in collaboration with the various clinical departments. Assists in the creation of departmental reports for senior management.

Health Home Care Management:

Participates and supports oversight of office processes of the Health Home Care Management Department to maintain daily operations. Oversees the daily review process of Medicaid ensuring information is tracked and trended for reporting purposes. Acts as a liaison and collaborates with clients and Medicaid to assure recertification goes smoothly. Organize and tracking of all required documentation and charge entry that is need to stay compliant with the Health Home and DOH and making management and care managers aware of items that are needed.

RESPONSIBILITIES

For Clinical and grant-funded departments:

• Oversees the review process of third party payors with oversight from the Director of Care Management. Provides daily oversight of the onsite review activities of third party payors identifying issues and cases for appeal.
• Collaborates and acts as liaison with Patient Access and Patient Financial Services to assure required authorizations requirements of Third Party Payors are maintained.
• Participates and supports the medical management department in the tracking, trending and reporting of appeals and charge recovery information.
• Conducts reviews of cost outliers and collaborates with other hospital operating areas to recover billed charges. Tracks reporting activities and prepares reports for management presentation.
• Provides ongoing support for the tracking and trending of the Reimbursement Specialist charge recovery activities.
• Assists with special projects including but not limited to data collection, compilation, and analysis as defined by management. Assists in the design and implementation of procedures and work plan for special medical management studies/reports required to ensure regulatory compliance.
• Provides ongoing support to the Utilization Committee as assigned.
• Provide ongoing resource and support to the department for clinical pathway process including tool development.
• Manages confidential information in accordance with RGHS policy and procedures.
• Screen patients at risk with no, or inadequate health insurance coverage for immediate and chronic needs.
• Implements plan to facilitate eligibility
• Represents Rochester General Medical Group to all Affiliates, employees, families and the community, in a professional manner as demonstrated by feedback from these sources. Participates in community activities such as health fairs as directed by Grant Coordinator.
• Educates other hospital staff concerning job role, community-base, entitlement programs, etc.
• Performs other duties as required.

Bed Coordinator:

• Assigning patients to appropriate beds.
• Coordinate requests from intrahospital transfers to most efficiently utilize hospital beds.
• Monitor the flow of patient’s assigned beds and escalate when movement hasn’t happened within set guidelines.
• Monitor key Unit resources and escalate when capacity triggers are met.
• Maintain accurate and updated hospital wide census and patient bed availability information.
• Generates reports.
• Assumes other duties as assigned.
• Collaborate with other disciplines and/or departments to maximize use of beds and to facilitate patient flow.
• Models RGH behaviors.

Performance Improvement:

• Performs data abstraction of selected medical records within specified time frames for inpatient and outpatient measures, other mandated/publicly reported measures, and organizational priority initiatives.
• Maintains up-to-date knowledge of the applicable Specifications Manuals as well as periodic updates and program guidelines affecting Core Measure abstraction and other public reporting.
• Identifies deficiencies in the existing medical record documentation or trended process variances and submit suggestions to the PI Manager to discuss with teams on ways to improve in processes and/or documentation.
• Enters abstraction results into data entry tools as selected by the organization for the project.
• Completes review and data entry within assigned timelines. Works with quality teams to ensure all record abstraction deadlines are met.
• Searches the online question and answer databases made available by CMS and the Joint Commission to resolve unclear documentation scenarios and utilizes other abstraction resources. Refers abstraction questions to project lead as needed.
• Maintains regular interaction and communication with quality team and other members of the patient care team: problem solving, information gathering, and communication of results and/or needs.

Facilities:

• Organize and prioritize other service related requests.
• Assist Director with scheduling department staff for 24/7 facility coverage. Manage Facilities’ Kronos account through scheduling, corrections, and notes.
• Review daily Safety logs and intra-office communications. Alert Director to problems/discrepancies. Insure follow up on service related issues.
• Receive, prioritize and dispatch service calls and requests for Facilities, CSR, and Environmental Services.
• Communicate project/repair updates top staff as needed. Act as liaison between staff and techs/contractors where needed. Administer distribution and retention of contractor information sheets.
• Record and distribute Safety Committee minutes, follow up on actions required, and communicate findings to managers/team members as necessary. Draft new Emergency Readiness policies and prepare existing policies for review. Compile notes from Safety policies’ meetings and make updates. Distribute Emergency Readiness policies.
• Draft policies (Facilities) related to Facilities, E.S. and C.S.R. as directed. Maintain Facilities and CSR Policy manuals. Prepare written documents summarizing new/updated policies and procedures to communicate changes to Facilities staff.
• Maintain employee card access system including activation/deactivation of badges. Troubleshoot badge problems and order badges as required.
• Maintain resident Roam Alert system. Address concerns related to the system by reviewing reports and correcting problems. Work with vendor for problems beyond scope of in house repair. Order transponders and wrist bands as needed.
• Maintain department/facility records by assuring that requirements are completed on time and records are updated.
• - Employee Records - e.g. attendance, in-services, driver’s licenses, health screenings.
• - Office Records - e.g. Secretarial procedures, Safety guidelines, staff and vendor call lists.
• - Facility Records - e.g. risk management, life safety, regulated waste management, Russell Phillips correspondence and reports, equipment inspections and repairs, room inspections.
• - Repair History - parts, warranties.
• Draft Facilities staff memos from Director of Facilities and Chairperson of Safety Committee as directed.
• Conduct safety and security portion of facility wide Orientation in-servicing.
• Order supplies through PMM. Record non-PMM purchases. Maintain order book and track orders for completion. Use spread sheet to chronicle order history. Work with Purchasing to find more cost effective products and better pricing. Work with Purchasing and A.P. for processing of invoices and resolution of billing problems and discrepancies. Assist with monitoring of parts inventory for proper levels to assure availability.
• Track Capital Project expenses and supply labor hours to Accountant for charge backs.
• Check monthly Departmental Expense Report for accuracy. Report discrepancies to Director and/or Accountant. Prepare budget variance reports as requested.
• Assist with Nursing specialty equipment, including:
• - Order rentals and leases as needed
• - Track equipment and maintain records
• - Arrange for repair and replacement as needed.
• - Approve invoices for payment.
• - Prepare monthly report on current equipment for various departments.
• Prepare department reports as required:
• - Informational Reports – compile information into usable form to address objective.
• - Action Plans – format information into usable form for scheduling, tracking and completing work.
• Create charts, tables and logs for collecting and tracking maintenance data.
• Contact vendors for emergency services and schedule outside preventive maintenance and other services as required.
• Generate task orders, distribute, and track regularly scheduled in-house preventive maintenance. Alert Director to problems/discrepancies. Draft new PMs as directed.
• Insure life safety requirements are accurate, completed within mandated time frame and documented.
• Assure accurate generation of room inspections from census discharge/transfer calls. Track completions. Compile and evaluate data to assure regular inspections of rooms with long term occupancy.
• Schedule, package, send out and track equipment for repair.
• Schedule and coordinate fire in service, leadership and disaster training.
• Sort mail, make copies, send faxes and stock office with forms and supplies as needed.
• Assist in maintaining capital asset inventory (with Accountant).

Physician Advisory Department:

• Collaborates and acts as liaison with Patient Access and Patient Financial Services to assure required authorizations requirements of Third Party Payors are maintained.
• Assists the Utilization Review team in obtaining transfer authorizations.
• Assists the Utilization Management team in following up/obtaining denial determinations.
• Participates and supports the Physician Advisor department in the tracking, trending and reporting of appeals and charge recovery information.
• Assists with special projects including but not limited to data collection, compilation, and analysis as defined by management. Assists in the design and implementation of procedures and work plan for special medical management studies/reports required to ensure regulatory compliance.
• Provides ongoing support to the Utilization Committee as assigned.
• Manages confidential information in accordance with RGHS policy and procedures.
• Develops and maintains the monthly Physician Advisor schedule, publishes the details in Intellidesk, and distributes the schedule via email to hospital business partners across all RRH facilities.
• Processes daily incoming mail.
• Records minutes for meetings as applicable.
• Coordinates and maintains administrative calendars for department leadership.
• Orders and maintains adequate office supplies.
• Performs other duties as required.

Health Home Care Management

• Client Medicaid Recertification.
• Organizing and documenting Outreach for potential client list from DOH.
• Creating and discharging episodes in Care Connect so accurate CCSI data can be maintained.
• Coordinating charge entry for access associates for revenue booking into Care Connect.
• Informing Care Managers and management of ongoing issues that need addressed to remain compliant. This is done using reports from three systems and bringing the data into individual spreadsheets.
• Assisting a team of 30+ Care managers with daily activity.
• Other projects as assigned.

IGH Clinical Rotation Coordinator

• Liaison for RRH with nursing schools.
• Oversight of nursing clinical placements within RRH.
• Project management when indicated.
• Development and sustainment of internal RRH collaboration to create pathways for student opportunities.

Pathology:

• Support On-site Manager/Supervisor in all operations of the department.
• Be the subject matter expert in all send out operations of the department, ensuring proper delivery and billing of all specimens.
• Assigns work to other members of the team, providing oversight and support as necessary.
• Mentors and trains new employees to help them reach the standards of the department.
• Provides input regarding team members’ performance to direct supervisor, recommending disciplinary action when required.
• Serves as a resource to staff in resolving complex issues and by providing technical skills.
• Demonstrates a comprehensive knowledge of the required composition and structure of all the various types of medical reports currently produced by the department.
• First level of communication between Pathologists and providers.
• Assist in workflow between Pathology, Histology and trim room.
• Works closely with Laboratory Administrative Assistant to provide support when necessary.
• Knowledge of Pathology information system and Care Connect.

Radiology:

• Provides direct Radiologist administrative support as needed.
• Acts as a liaison for communication between department personnel, patients (or representative) and/or clinical providers in any manner.
• Performs specialty imaging exams scheduling, coordinating with schedule templates, technologist, nursing, anesthesia, dialysis, vendors and/or Radiologist or other provider needed for procedure availability.
• Requests and/or disperse medical records via standard mail or electronic image sharing.
• Provides patient appointment pre calls as needed.
• Assists with insurance authorization validation as needed.
• Follows departmental guidelines in communication and documentation of clinical result communication in EMR as needed.
• Proficient in as needed imaging software; PACS, EPIC, Powershare, ACR Web, Amion, Genesys, Powerscribe, all office programs.
• Assigns imaging exams reads to Radiologist as needed.
• Compiles, enters, and/or updates data to maintain departmental records and databases as appropriate; establishes and maintains files and records as needed.
• Performs clerical duties as needed.
• Performs other duties as assigned.

Park Ridge Child Care Center:

• Oversees children's health and safety needs by maintaining health records, supporting emergency preparedness, and ensuring compliance with licensing, accreditation, and public health requirements.
• Maintains accurate immunization, physical examination, allergy, and other required health records.
• Coordinates and tracks required health and safety training, including CPR and Medication Administration Training (MAT).
• Communicates health and safety information with families and staff, collaborates with healthcare providers and regulatory agencies, and supports positive relationships with stakeholders.
• Provides administrative support by answering telephones, scheduling appointments, maintaining records, assisting with enrollment documentation, and managing office and program supply inventories.

Minimum Qualifications:
•None

Preferred Qualifications:

• Excellent oral and written communication and interpersonal skills highly desired.
• Strong organizational and problem-solving skills highly desired.
• High level of proficiency with PC, software applications, and reporting tools highly desired.
• May need previously experience in CMS, Medicaid/Medicare billing, and other regulatory processes.
• Associate’s degree preferred.
• Experience working in a healthcare administrative office preferred.
• Bilingual preferred.
• One year of experience with frail and elderly population preferred.

Required Licensure/Certification Skills:
•None

EDUCATION:

LICENSES / CERTIFICATIONS:

PHYSICAL REQUIREMENTS:

Sedentary - Sedentary roles are primarily office-based and require prolonged sitting (67–100% of the workday) with minimal physical effort and lifting limited to under 10 lbs. Fine motor skills are necessary for computer work, writing, and telephone use, supported by clear visual and auditory ability. Cognitive and emotional demands are high due to extended concentration, frequent interruptions, independent decision-making, and information processing. Although physical exposure is low, administrative areas within healthcare environments may occasionally involve contact with infectious agents. Some roles may require flexible hours, TB screening, or a valid driver’s license.

For disease specific care programs refer to the program specific requirements of the department for further specifications on experience and educational expectations, including continuing education requirements.

Any physical requirements reported by a prospective employee and/or employee’s physician or delegate will be considered for accommodations.

PAY RANGE:

$19.00 - $25.00Rochester14626

The listed base pay range is a good faith representation of current potential base pay for a successful full time applicant. It may be modified in the future and eligible for additional pay components. Pay is determined by factors including experience, relevant qualifications, specialty, internal equity, location, and contracts.

Rochester Regional Health is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, predisposing genetic characteristics, marital or familial status, military or veteran status, citizenship or immigration status, or any other characteristic protected by federal, state, or local law.