Administrative Coordinator

REGIONAL ONE HEALTH•Memphis, TN

About The Position

The Administrative Coordinator supports Case Management and Social Work staff by coordinating daily office functions, accurately preparing information, maintaining file systems, and completing office procedures in a timely manner. The role coordinates computer information systems to ensure accurate data is maintained and provides administrative support to departmental staff while handling administrative matters within established time frames and guidelines. The position supports case management and discharge planning processes, including obtaining and verifying authorizations and signatures for requested services, coordinating homecare orders, tracking long-term-care approval or denial status, and maintaining community resource information. It also performs data entry, prepares monthly statistical data, records staff meeting minutes, maintains meeting notebooks, and processes departmental time and attendance records. The coordinator interacts collaboratively and courteously with patients, families, hospital staff, and outside representatives or agencies. The role requires maintaining confidentiality and following policies governing the release of patient and organizational information, including HIPAA, confidentiality, and compliance policies.

Requirements

Associate's degree, or equivalent education or experience, in business, office administration, or a related field.
At least 2 years of administrative or office experience, or equivalent education or experience; healthcare organization experience is preferred.

Nice To Haves

Administrative or office experience in a healthcare organization.

Responsibilities

Plan and coordinate office activities and perform administrative and secretarial activities.
Handle administrative matters according to established time frames and guidelines while ensuring confidentiality.
Provide administrative support to departmental staff.
Receive Certificates of Medical Necessity from home health agencies and durable medical equipment companies, obtain authorization for requested services, and verify required information and signatures.
Ensure homecare initial hospital orders are signed by the appropriate physician and returned promptly to the appropriate community agency.
Collaborate with Case Managers and Social Workers on discharge planning to identify appropriate levels of long-term care.
Keep staff informed about long-term-care approval and denial status.
Update the Resource Directory and keep Social Workers informed about additional community resources.
Forward insurance verifications to assigned case managers.
Submit inpatient lists to applicable managed care organizations daily.
Perform data entry and prepare monthly statistical data.
Take minutes and maintain notebooks for staff meetings.
Process and maintain departmental staff time and attendance records.
Perform department-specific tasks supporting managerial and administrative staff as needed for efficient department operations.
Provide additional support as requested for patient admission, discharge, and follow-up.
Interact and collaborate courteously with patients, families, hospital staff, and outside representatives or agencies, supporting customer satisfaction and complying with iRESPECT standards.
Maintain confidentiality of patient, department, and hospital information and follow policies for releasing patient information, including HIPAA, confidentiality, and compliance policies.
Review and verify forms, reports, and documents for accuracy and completion, and forward completed documents to applicable departments and external organizations.