Resident Services Coordinator - Tuesday - Saturday 9:00am-5:30pm

Staff Scheduling & Recruitment

• 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, and posts the Monthly Master Schedule in On Shift in a timely manner.
• Updates any/all staffing changes for all shifts daily in On Shift (e.g., sick calls, early clock in/out).
• Patiently manages last-minute changes in scheduling.
• 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 applicant onboarding and submission of all mandatory new-hire paperwork.
• Manages staff call-outs appropriately by following proper protocol.
• Assists DAS with inquiries regarding payroll as they relate 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 charts/files:
  • 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.
    • Running reports as requested by DOW/DOR.
• Reviews medical evaluations and all admission forms, and interval documentation for timely completion, accuracy, and completeness per 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:
  • In proper order.
  • 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 assures all needed documents specific to individual residents' files are appropriately filed.
• Monitors electronic record dashboard to ensure completion of:
  • All resident evaluations/service plans by DOW or designee.
  • 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 (e.g., 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 are 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 brings them 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 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 various materials as they pertain to scope of responsibilities.
• Performs key office reception functions: answering phones and greeting residents and others in person; screening calls and visitors to determine nature of request or problem; referring to