Job Details
Job Location
Terwilliger Plaza - Portland, OR
Salary Range
$22.00 - $26.00 Hourly
Description
At Terwilliger Plaza, located in beautiful downtown Portland, we believe that encouraging a deeper sense of dedication and belonging is key to how we attract and retain our best people. By embracing our diverse experiences and views, we are better positioned to deliver results, create innovations that matter, and thrive in today's changing world. Join us as we Live Forward and cultivate a phenomenal place where our team works and thrives.
Why Work Here?

• Medical, Dental & Vision
• 50% off Employee Discount in Dining and Deli
• 24/7 access to an onsite gym
• Onsite Salon
• Scholarship Opportunities
• Company Paid Monthly TriMet Pass
• Competitive Pay
• 401k Matching
• Tapcheck - Same day pay

Working under the direct supervision of the Director of Assisted Living and Health Services Clinical Manager/RN, the Resident Care & Medical Records Coordinator is responsible for providing a variety of clerical support to Health Services, primarily by executing process to maintain Medical Records, Service Plan updates, Care Conference coordination and providing general administrative support. Tasks include, but are not limited to client recordkeeping, regulatory compliance, quality assurance documentation, administrative communication and other assigned tasks within the department.
Essential Job Functions:

• Assist in the development and maintenance of person-centered service plans; implement interim service plans as needed to ensure changes of care are communicated to the care team in a timely manner. Provide necessary information to direct care staff to promote safe and high-quality care. Ensure service plans are completed prior to admission, reviewed within 30 days of admission, quarterly, as needed and reflect the preferences and needs of the Members.
• Schedule and facilitate effective care conference meetings that include the interdisciplinary team based on required evaluations individualized service plan needs.
• Communicate to families regarding resident's personal needs and achievements when applicable.
• Coordinate with families on scheduled medical appointments, including requesting after visit summaries.
• Assist in assuring in-house ancillary medical services such as podiatrist, doctor visits, home health, psych visits, labs, x-ray, ambulance, etc. are scheduled and followed through. Track and audit third party provider appointments and documentation.
• Assist licensed nurses with requests for medical documentation and physician orders as needed. Ensure documentation is scanned into EMR in a timely manner
• Monitor and audit records for completeness and accuracy, and compliance with facility policy and regulation.
• Process and file incoming and outgoing mail/faxes from physicians, hospitals, agencies and other health care entities.
• Assist Director of Assisted Living and HS Clinical Manager/RN with coordinating caregiver training and education, quality improvement audits and improvement processes, staff and resident communication, and other as assigned.
• Assist with employee coaching and provide input for performance evaluations.
• Conduct short stay resident satisfaction surveys.
• Assist in maintaining accurate Member profiles, contact information, pertinent medical information, insurances and providers.
• Update physician orders as required.
• Submit monthly invoices, and clinical documentation upon request, to Long-term Care Insurance companies.
• Maintain a high level of organization and clerical accuracy.
• Maintain office and client files, paper and electronic, in an organized and efficient manner and in accordance with applicable regulations.
• Perform data entry and utilization of servicespecific databases and Microsoft office applications.
• Effective communication in-person and over-the-phone.
• Keep worksite organized and clean; maintain weekly office supply orders and updating spenddown.
• Treat Members with patience and compassion.
• Participate in organizational committees and mandatory staff meetings/trainings.
• Maintain a high level of responsiveness to resident concerns related to care needs and service provision.
• Comply with policies regarding resident rights, employee expectations and departmental policies and procedures; report concerns to appropriate manager immediately.
• Conduct a variety of departmental auditing or file creation tasks, as assigned.
• Take/distribute minutes for meetings as assigned.
• Responsible for scheduling podiatry and other appointments as necessary in conjunction with the nursing team.
• Thin charts and maintain overflow files, as required, assure records are stored and destroyed in accordance with company policy.
• Maintain and control release of information within State, Federal and HIPPA regulations.
• Input, scan and print computerized medical forms (part of maintaining accurate medical records).
• Prepare statistical reports, as required, per the Plaza's Quality Assurance program.
• Participate in the on-call phone rotation to assist with staff coverage when call-outs occur.
• Responsible for following facility fire safety, infection control and hazardous chemical procedures and for promptly reporting any unsafe conditions or equipment problems.

Qualification
Qualifications:

• At least 2-years previous experience as a Resident Care Coordinator, Medical Records Coordinator, or other related experience.
• A minimum of 2-years' experience performing administrative duties in a general office environment.
• Experience working as a Medication Aide desired but not required.
• Experience working in an assisted living environment or aging services strongly preferred.

Knowledge and Skill Requirements:

• Attention to detail and strong time management skills required.
• Ability to read, write, speak, and understand English as needed for the job
• Good written and verbal communication skills required.
• Ability to make quick, clear judgments based on facts in calm manner with common sense, and communicate issues with sensitivity to different communication styles and personalities.
• Ability to read and interpret regulatory guidelines, policies and procedures.
• Ability to perform data entry processes and database utilization and implementation.
• Ability to work in team environment, listen, interpret, communicate and build relationships.
• Ability to handle high level of sometimes stressful activity and juggle multiple priorities while maintaining a calm manner with common sense and independent action.
• Ability to apply common sense understanding to carry out detailed, involved instructions while dealing with problems involving several variable situations.
• Ability to accept responsibility for direction, organizing, formulating practices, and making decisions.
• Ability to maintain relationships that facilitate task accomplishment; to cooperate and resolve conflicts; to recognize needs and be sensitive of others.
• Ability to perform repetitive work, continuously performing the same work per set procedures, sequence, or pace.
• Ability to perform a variety of duties, often changing from one task to another, involving differences in techniques, procedures, physical demands, or work situations, without loss of efficiency or composure.
• Ability to identify task requirements, monitor progress toward accomplishment and meet deadlines for completion of projects in a timely manner.
• Ability to receive guidance and supervision; follow work rules, procedures and safety practices; meet deadlines, punctuality and attendance standards, etc.

List tools, equipment, etc. used for the position:

• Tools, equipment, etc. used for the position here, please note if preferred vs. required.
• Computers and software: Personal Computers, Microsoft Word, Excel, PowerPoint, Outlook, Teams, MatrixCare EMR, and other specialized software platform.
• Office equipment: Telephone, computer, copier, fax, printer, postage machine, radio, etc.
• Continuously (670%) balancing, handling/feeling, reaching, talking, hearing, and seeing
• May frequently (34f%) lifting, carrying, pushing/pulling, climbing (stairs, ladders, etc.), and stooping/bending
• Occasionally (13%) squatting/crouching and crawling
• Uses both feet for repetitive movement
• Uses both hands for repetitive activities (grasping, turning, and fine manipulation)
• Able to lift assist medium (2150 pounds) and heavy (51100 pounds) or push wheelchair or geriatric chair 100 pounds if needed

Physical Activities of the Position:

• Normally works 8 hours per day shift (sitting up to 8 hours, walking or standing 1-4 hours), however, this may be subject to change for business or care purposes. Job may require hours that exceed 8 hours per day and/or 40 hours per week during peak periods.
• Sitting at a desk, using a computer and keyboard/mouse- 80% of the time.
• Walking or standing - 15% of the time.
• Lifting up to 50 pounds - 15% of the time.
• Bending, squatting, twisting - 15% of the time.

Environmental Factors:

• Inside environment conditions, consistent with office climate.
• Located in a busy, open area office which results in frequent interpersonal interactions with staff, residents and other representatives.
• Faced with constant interruptions and must meet with others on a regular basis.
• Works within healthcare facilities, may be subject to infectious waste and disease conditions including TB, Hepatitis B, AIDS virus and COVID-19.

Terwilliger Plaza evaluates qualified candidates without regard to race, color, religion, sex, national origin, veteran status and other protected characteristics.
The job description is not meant to be an all-inclusive list of duties and responsibilities but provides a general overview of positions job function in the company