Resident Services Coordinator

About the role

Under moderate supervision from the Director of Wellness (DOW)/Director of Reflections (DOR), the Resident Services Coordinator (RSC) will coordinate staff schedules, maintain the monthly master schedule, and ensure staffing requirements for the Wellness/Reflections Departments are met for every work shift. The RSC will perform a defined range of project, audit, and administrative functions for the Resident Services Department, utilizing specialized knowledge of medical, technical, procedural, and nursing terminology. This position is an integral member of the Resident Services Department team and may provide support for specified quality-related initiatives.

Responsibilities

• Coordinates and plans staff schedules, considering staff needs and ensuring daily staffing par levels are met for all shifts.
• Coordinates all staffing requirements and scheduling for the Wellness and Reflections Departments.
• Approves or disapproves staff requests for paid time off in coordination with Reflections/Wellness Directors.
• Completes, projects, and posts the Monthly Master Schedule in On Shift in a timely manner.
• Updates all staffing changes for all shifts daily in On Shift (e.g., sick calls, early clock-ins/outs).
• Manages last-minute scheduling changes.
• Assists with recruitment needs by advising the 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 onboarding and submitting all mandatory new hire paperwork for applicants.
• Manages staff call-outs by following proper protocol.
• Assists DAS with inquiries regarding payroll as they relate to shift hours paid.
• Assists DOW and/or DAS with monitoring the status of required in-service education for staff.
• Maintains resident charts/files by filing documents and ensuring completeness prior to filing.
• Assists the DOW/DOR with obtaining pre-admission documentation and compiling resident charts.
• Assists DOW/DOR with maintenance of residents’ Electronic Health Records (EHR), including uploading pertinent documents upon move-in and throughout residency, ensuring completeness of resident information (diagnoses, allergies, immunizations, weights, service plans, tasks).
• Runs reports as requested by DOW/DOR.
• Reviews medical evaluations, admission forms, and interval documentation for timely completion, accuracy, and compliance with company policy and State Department of Health requirements.
• Ensures completion and receipt of resident annual medical evaluations.
• Refers to DOW/DOR documentation that is incomplete, incorrect, or coming due.
• Performs monthly chart reviews/audits (EHR/paper charts) to ensure records and forms are in proper order, current/updated, and have required staff and physician sign-offs.
• Maintains overflow (current year) and historical (prior years) resident records per company policy and ensures all needed documents specific to individual resident files are appropriately filed.
• Monitors the electronic record dashboard to ensure completion of resident evaluations/service plans by DOW or designee, completion of care/medication assistance tasks by care staff, and response to care alerts; presents 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, prescriptions/orders reflect current medication regimens, and refers discrepancies to Department Head 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 by preparing resident records and providing lists of residents to be seen.
• Communicates with pharmacy, physician offices, home health and hospice providers, hospital and skilled nursing facility discharge planners, residents/resident representatives, and others as needed.
• Communicates with internal and external members of the care team.
• Analyzes recurring errors and brings them to the attention of the DOW and/or Executive Director as necessary.
• Identifies frequent errors occurring by a single person.
• Performs data entry and information retrieval tasks using computerized systems.
• Types, word processes, and proofs correspondence, reports, forms, manuals, records, and other materials from taped, handwritten, or typed copy.
• Creates spreadsheets, composes correspondence, manages databases, and creates reports and documents via desktop publishing.
• Photocopies and collates materials as they pertain to scope of responsibilities.
• Performs key office reception functions, including answering phones, greeting residents and others in person, screening calls and visitors, referring to appropriate staff, and taking messages.
• Performs other duties as assigned by the Director of Wellness, Director of Reflections, Executive Director, or ED designee.