Administrative Coordinator

• Job Title: Administrative Coordinator
• Department: Administrative/Business Support
• Location: Park Ridge Child Care Center, 1539 Long Pond Rd., Rochester, NY 14626
• Hours Per Week: 40 hours
• Schedule: Monday through Friday, 9:30 AM to 6:00 PM

SUMMARY

Clinical position:

Participates and supports oversight of office processes of the Medical Management Department to maintain daily operations. Oversees the daily review process of the third party payors ensuring information is tracked and trended for reporting purposes. Acts as a liaison and collaborates with Patient Financial Services and Patient Access to assure authorization requirements of third party payors are maintained. Creates departmental reports for senior management.

Grant funded position:

Enroll patients in the RPCN (33 Grant) Federal Medial Assistance Program. Determine potential eligibility and make referral for assistance for community-based and entitlement programs for patients and families; primarily, Child Health Plus, Family Health Plus, Medicaid and any other program for which the patient may be eligible. Make appropriate referrals to those staff as well as community resources for assistance in application to those programs. Enroll &/or refer all Medicare recipients to a Medicare HMO/Part D Enrollment. Strong emphasis on obtaining best possible outcomes for patients.

Bed Coordinator position:

The Administrative Bed Coordinator ensures appropriate utilization of hospital beds through frequent collaboration with the professional staff in facilitating more timely transfers, establishing priority in patient admissions and appropriate placement of patients. Supports the hospital’s mission by promoting and sustaining an environment dedicated to the provision of optimal care for all patients and customer satisfaction. Primary function is procurement and communication of bed assignment for the adult/pediatric med-surg population from various entry points such as ED, OR/PACU/Spec Proced/Endoscopy, Direct Admits(Clinics, Homes, MD Offices, Nursing Homes), Cardiac Cath Lab external locations as well as creating bed movements for intrahospital and interhospital transfers

Biomedical Engineering:

Supports the Biomedical Engineering department in managing medical equipment and in implementing the medical equipment management program. Facilitates the processes and maintains the resources necessary to meet hospital objectives in managing medical equipment.

Patient Safety Institute:

Supports the system-wide Patient Safety Program by providing administrative support to the program departments. Anticipates and supports oversight of processes to maintain daily operations. Oversees public reporting, Infection Prevention and Performance Improvement program data requirements including data entry, analysis, and reports. Develops and maintains pertinent quality data bases.

Performance Improvement:

Responsible for review and abstraction of inpatient and outpatient core measures, other mandated/publicly reported measures, and data abstraction supporting organizational priorities to help ensure compliance with nationally recognized quality patient care processes and clinical outcomes.

Facilities:

To provide administrative support for the Facilities Department, coordinate daily operations, and maintain facility documentation for health and safety issues.

Physician Advisory Department:

Participates and supports oversight of office processes of the Physician Advisor Department to maintain daily operations. Oversees the review process ensuring transfer and admission authorizations from third party payors is tracked and trended for reporting purposes. Acts as a liaison and collaborates with Patient Financial Services and Patient Access to assure authorization requirements of third party payors are maintained. Develops and maintains the monthly Physician Advisor schedule in collaboration with the various clinical departments. Assists in the creation of departmental reports for senior management.

Health Home Care Management:

Participates and supports oversight of office processes of the Health Home Care Management Department to maintain daily operations. Oversees the daily review process of Medicaid ensuring information is tracked and trended for reporting purposes. Acts as a liaison and collaborates with clients and Medicaid to assure recertification goes smoothly. Organize and tracking of all required documentation and charge entry that is need to stay compliant with the Health Home and DOH and making management and care managers aware of items that are needed.

RESPONSIBILITIES

For Clinical and grant-funded departments:

• •Oversees the review process of third party payors with oversight from the Director of Care Management. Provides daily oversight of the onsite review activities of third party payors identifying issues and cases for appeal.
• •Collaborates and acts as liaison with Patient Access and Patient Financial Services to assure required authorizations requirements of Third Party Payors are maintained.
• •Participates and supports the medical management department in the tracking, trending and reporting of appeals and charge recovery information.
• •Conducts reviews of cost outliers and collaborates with other hospital operating areas to recover billed charges. Tracks reporting activities and prepares reports for management presentation.
• •Provides ongoing support for the tracking and trending of the Reimbursement Specialist charge recovery activities.
• •Assists with special projects including but not limited to data collection, compilation, and analysis as defined by management. Assists in the design and implementation of procedures and work plan for special medical management studies/reports required to ensure regulatory compliance.
• •Provides ongoing support to the Utilization Committee as assigned.
• •Provide ongoing resource and support to the department for clinical pathway process including tool development.
• •Manages confidential information in accordance with RGHS policy and procedures.
• •Screen patients at risk with no, or inadequate health insurance coverage for immediate and chronic needs.
• •Implements plan to facilitate eligibility
• •Represents Rochester General Medical Group to all Affiliates, employees, families and the community, in a professional manner as demonstrated by feedback from these sources. Participates in community activities such as health fairs as directed by Grant Coordinator.
• •Educates other hospital staff concerning job role, community-base, entitlement programs, etc.
• •Performs other duties as required.

Bed Coordinator:

• •Assigning patients to appropriate beds.
• •Coordinate requests from intrahospital transfers to most efficiently utilize hospital beds.
• •Monitor the flow of patient’s assigned beds and escalate when movement hasn’t happened within set guidelines.
• •Monitor key Unit resources and escalate when capacity triggers are met.
• •Maintain accurate and updated hospital wide census and patient bed availability information.
• •Generates reports.
• •Assumes other duties as assigned.
• •Collaborate with other disciplines and/or departments to maximize use of beds and to facilitate patient flow.
• •Models RGH behaviors.

Performance Improvement:

• •Performs data abstraction of selected medical records within specified time frames for inpatient and outpatient measures, other mandated/publicly reported measures, and organizational priority initiatives.
• •Maintains up-to-date knowledge of the applicable Specifications Manuals as well as periodic updates and program guidelines affecting Core Measure abstraction and other public reporting.
• •Identifies deficiencies in the existing medical record documentation or trended process variances and submit suggestions to the PI Manager to discuss with teams on ways to improve in processes and/or documentation.
• •Enters abstraction results into data entry tools as selected by the organization for the project.
• •Completes rev