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Our teammates enjoy a supportive environment and flexible schedule with advancement opportunities. Covenant Care’s engaging culture is founded upon mutual respect and trust.

A place where employees feel valued and patients and residents feel the service is extraordinary. We recognize and celebrate the value of each teammate’s unique contributions and encourage a sense of ownership, sharing our mission with patients, families and our communities.

Covenant Care

Position Description

I. Position : Care Team Coordinator

II. Position Summary :

This position will provide direct administrative support to the Clinical Manager and maintain electronic medical records and other documentation for Covenant Care.

III. Qualifications

A high school diploma or equivalency is required. Associate’s degree in business, or related field preferred. At least two years’ experience in a medical office environment or related area, required.

Proficient in Microsoft Office Suite. Ability to work independently and organize workload with reliable follow-through to meet timelines / deadlines.

Must possess strong communication skills, the ability to manage multiple projects, and the ability to work in a team environment as well as independently.

Must be able to handle confidential matters in all areas of operations.

IV. Job Relations

Transformation, Clinical Informatics, Clinical Managers,

Regional Director of Operations (RDO), Clinical Staff and Finance Departments.

Reports to : Clinical Manager

Professional Direction : Administrative Support Supervisor, Manager of Health

Information

V. Administrative Duties and Responsibilities

Process all purchase orders, check requests, credit card expenditures, and employee reimbursement forms and maintain accurate files with required documentation.

Monitor weekly payroll and mileage into Workday for Clinical Mangers approval. Consistently provide superior customer service support both internally and externally.

Build strong relationships at all levels. Develop a full understanding of Covenant practices, policies and procedures; effectively communicate to internal and external customers / partners.

Act as a liaison with other departments and outside agencies, including executive level staff. Handles confidential and non-routine information and explains policies when necessary.

Provide expert support in training, e. g. CRM, EMR, SharePoint, Business Intelligence Toolkit, and Workday and other new software and applications.

Provide expert support in preparation and distribution of reports, e. g. CRM, EMR, SharePoint, Business Intelligence Toolkit, and Workday and other new software and applications.

Enhance professional growth and development through participation in educational programs, in-services, training and workshops.

Maintain a superior proficiency level on system tools and software.

VI. Administration of Medical Records

Responsible for providing all medical records services in a manner consistent with the mission statement of Covenant Care and according to Standard Work.

Maintains stock of blank admission paperwork and assembles admission packet.

Responsible for assisting new employees during the orientation process to learn and understand the flow of patient information.

Confirms completion of deficiencies, reassigns deficiencies as appropriate verifying through standard work prior to assigning deficiency and then performs closing chart review.

When necessary, document chart deficiency in closed charts.

Responsible for attending all applicable team meetings, required educational in services and other necessary Covenant Care events.

Create IDG reports prior to IDG, validates information and provides IDG report to Clinical Manager and additional staff as directed including Medical Director.

Create order runs for Certification, Recertification and Supplemental orders. Perform review of the Admit / Recertification order entry in care plan / clinical note.

Follow up with staff on any deficiencies. Process orders to send to physician portal or print for community physicians and as needed.

Validates MD CTI, Attending and Medical director on Admission & Status. Contacts Patient Accounts if CTI Benefit Info entry is needed.

Validates Face-to-Face visit was completed prior to C benefit periods and communicates to medical services staff when a visit is required.

Processes CTIs to send to physician portal and prints and faxes or mails to community physicians. Monitors CTI status report and continues to follow up on outstanding CTIs.

Performs check of medical record prior to scanning to ensure all signatures have been obtained as needed. Prepared all documents for scanning with may include copying, removing staples, paper clips, etc.

Performs quality check to ensure proper alignment, readability and all documents have been scanned. Makes corrections / deletions timely.

Indexes all documents into correct folder within the electronic chart.

Creates facility folders and maintains list of facilities and chart type. Obtains stock of all facility documents and folders for folder assembly, prints IDG care plan, CTI and cert / re-certifications for facility charts.

Perform other duties as requested by the team, RDO, Clinical Manager, Manager of Health Information, and Administrative Support Supervisor or other designated staff.

Required to comply with all Covenant Care Policies, Procedures and Personnel Policies, including those specifically addressing disaster preparedness and response.

Incorporate LEAN functions in day to day operations. Assess, plan, and implement changes to procedures and policies as appropriate.

Foster an atmosphere of continuous process improvement. Act on behalf of Administrative Support Supervisor and / or Manager of Health Information as needed : participate in administrative support staff onboarding, rounding, performance evaluation, training, work allocation, and problem resolution.

VI. Special Demands / Physical Requirements

Position may sometimes require light to medium lifting. Normally, such lifting will involve, but is not limited to, the lifting of books, audiovisual equipment, various office supplies, small equipment items and library material.

The position does require the mental ability to coordinate and prioritize daily the multiple project needs of the department.

The position requires a minimal amount of time riding in or operating a motor vehicle in performance of job requirements

Last updated : 2024-04-27