Office Operations Specalist

Well Care HealthRaleigh, NC, US

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Clinical Operations Coordinator

Primary Job Duties

1. Responsible for running / compiling / working all daily / weekly / monthly reports for clinical operations.

a. Responsible for pulling all data needed for daily huddle calls and submitting to leadership team by 8am daily.

b. Agent Summary report

c. Unlocked OASIS report

d. Client Schedule report

e. Visit Audit report (over 120 minutes and less than 30 minutes) OOM should rectify any discrepancies by working with clinicians to complete visit time change requests timely and OOM will complete the visit time change request workflow task to ensure prepared for payroll.

f. PDGM LUPA Analysis report

g. Worker Productivity report

h. Client with no case manager report

i. On Call report

j. Open Event Stage report

k. Scheduling Requests report

l. Client Census report

m. F2F tracking / reporting- will report in huddle calls F2F needed and will continue follow up until obtained. Will report to DOO any F2F approaching 30 days from date of admission to home health services.

2. Daily works the coding records on hold report.

3. Assists leadership team weekly with reporting for soft close to prepare for timely Month End Close.

4. Assists the leadership team monthly with reporting to ensure timely Month End Close.

5. Participates as an active member of the scheduling team and will have a working knowledge of all the responsibilities of the Team Assistant to function as a TA as needed / requested.

6. Assist leadership to coordinate TA coverage during call outs / PTO.

7. Assist leadership to coordinate TA training and / or information sessions.

8. Assist with hospitalization tracking and / or obtaining information from EMR's as needed to support F2F and / or documentation required for coding.

9. Perform other duties as assigned by RDO.

Quality of Work

1.1 40% Responsible for daily / weekly / monthly reports for clinical operations

Run and compile the following reports :
Agent Summary report
Unlocked OASIS report
Client Schedule report
Visit Audit report (over 120 minutes and less than 30 minutes)
PDGM LUPA Analysis report
Worker Productivity report
Client with no case manager report
On Call report
Open Event Stage report
Scheduling Requests report
Client Census report
Huddle reports
Soft Close / MEC reports
Assist with obtaining records needed for F2F / coding

1.2 10% Daily responsibilities to work coding records on hold report.

1.3 15% Participates as an active member of the scheduling team and will have a working knowledge of all the responsibilities of the Team Assistant to function as a TA as needed. Assist leadership to coordinate TA coverage during call outs / PTO.

Assist leadership to coordinate TA training and / or information sessions

Productivity

Plans and prioritizes work activities for maximum productivity and efficiency.

Initiates and completes work assignments in a self-directed manner with minimal need for constant supervision.

Assures the completion of assignments within the scheduled time frame.

Serves on committees and councils as assigned.

Reports any negative trends identified by reporting to leadership team.

Other duties as assigned by management team.

Safety

Ensures the safety of clients and staff by adhering to and promoting safety and injury prevention measures in the workplace setting.

Attendance and Punctuality

Provides proper notification of absences or tardiness.

Takes action to prevent and / or minimize recurring absences or tardiness.

Coordinates scheduled time off with other members of the team to ensure adequate staffing.

Adjusts personal time schedule when requested to accommodate agency needs.

Plans so that personal requests for time off do not disrupt the workflow.

Teamwork, Mission and Values

Communicates in a positive and productive manner.

Demonstrates respect for team members.

Manages stress and personal feelings without a negative impact on the team.

Participates in community outreach activities that promote the goals and objectives of the agency.

Responds to all employees and clients in a courteous, sensitive, and respectful manner.

Confidentiality

Maintains confidentiality in all professional areas and considers the needs of clients and their families, other employees, physicians, visitors, and all members of the community in an informative, courteous, and compassionate manner.

Job Specifications

Education : High School graduate, computer training, medical terminology.

Licensure / Certification : None.

Experience : 2 - 4 years' work experience in an office setting, medical office setting preferred, computer knowledge, running / compiling data for reports and work processing.

Essential Technical Skills : Working knowledge of Microsoft Word, Excel, HCHB, Email, command of English and grammar functions. Strengths in medical terminology preferred.

Interpersonal Skills : Excellent teamwork and communication skills essential. Demonstrates excellent customer service skills.

Essential Physical Requirements : Long periods of sitting for data entry and phone, standing, walking, lifting up to 25lbs, and carrying files, reaching, and stooping.

Essential Mental Requirements : Must be able to prioritize. Must process organizational skills. Ability to concentrate for an extended period on computer, good judgement, ability to follow procedures, ability to work independently and with or without interruptions.

Essential Sensory Requirements : Visual acuity, touch, hearing.

Exposure to Hazards : Office environment, toner for office machines, pitch of printers and computers.

Other Hours of Work : 40 hours week, 8 : 00 am 5 : 00 pm, Monday through Friday. Overtime may be required during peak workloads or an increase in volume.

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Operation • Raleigh, NC, US