Administrative and Medical Records Functions Transportation Functions Personnel Functions Staff Development Safety and Sanitation Equipment and Supply Functions Budget and Planning Functions Resident Rights REQUIRED QUALIFICATIONS The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. BACKGROUND […]
- File all patient/resident data upon receipt of information.
- Operate paging and telephone systems as required.
- Answer telephones, determine the nature of the call, and direct callers to the appropriate individual or department when the matter does not involve Medical Records.
- Deliver and pick up files and documentation as needed.
- Receive inquiries and release information in accordance with established policies and procedures.
- Prepare filing and medical record statistics as required.
- Perform routine monthly audits of resident charts and physician services and report discrepancies to the Director of Nursing and/or Administrator.
- Respond to inquiries regarding medical records.
- Provide directions and information to visitors, guests, residents, sales representatives, and others as directed by the Supervisor.
- Request additional information as necessary to complete resident medical records.
- Photocopy, scan, fax, or otherwise prepare records as needed for authorized legal, clinical, or administrative purposes.
- Retrieve archived records upon authorized requests from internal or external sources.
- Create charts for new admissions.
- Conduct QAPI rounds as scheduled, normally on the second Wednesday of each month.
- Assist with administrative duties as directed, including typing, filing, posting accounts, scheduling meetings, and other clerical functions.
- Safeguard medical records against loss, destruction, unauthorized use, or unauthorized disclosure.
- Maintain adequate space, equipment, and systems to efficiently review, index, file, and promptly retrieve medical records.
- Operate copier, scanner, fax machine, computer, and other office equipment as directed.
- Protect assigned user IDs and passwords used to access resident or facility information and promptly report suspected or known violations to the Administrator.
- Maintain confidentiality of resident protected health information and promptly report suspected or known unauthorized disclosure.
- Report known or suspected unauthorized attempts to access the facility’s information systems.
- Complete discharge filing and discharge audits.
- Track Medical Director and Physician Assistant visits and related documentation.
- Fax or securely transmit requested information to physician offices as authorized.
- Track annual History and Physical examinations and new-admission History and Physical examinations for the Medical Director.
- Perform other related duties and responsibilities as assigned.
Transportation Functions
- Coordinate resident transportation to and from physician appointments, diagnostic services, hospitals, therapy appointments, dialysis, dental visits, specialty appointments, and other approved destinations.
- Maintain an accurate transportation calendar and coordinate transportation needs with Nursing, residents, responsible parties, medical providers, and outside transportation vendors.
- Verify appointment dates, times, locations, transportation requirements, mobility needs, and other pertinent information before scheduled trips.
- Ensure residents are ready for transportation at the appropriate time and communicate scheduling changes or delays to applicable departments.
- Arrange appropriate transportation based on resident needs, including facility transportation, contracted transportation, wheelchair-accessible transportation, or other authorized services.
- Provide resident transportation when assigned and authorized by the facility.
- Operate any facility vehicle only when properly licensed, authorized, trained, and insured in accordance with facility policy and applicable law.
- Follow all traffic laws, defensive-driving practices, facility transportation policies, and vehicle safety procedures.
- Complete required pre-trip and post-trip vehicle inspections when operating a facility vehicle and promptly report mechanical problems, damage, safety concerns, or maintenance needs.
- Maintain required vehicle and transportation documentation, including mileage logs, trip records, appointment information, inspection records, and other documentation required by facility policy.
- Maintain confidentiality of resident information while coordinating or providing transportation.
- Assist residents with safe entry into and exit from vehicles within the employee’s training and physical capabilities and in accordance with resident care plans and facility policy.
- Ensure wheelchairs, walkers, mobility devices, and other authorized equipment are appropriately secured during transportation when required.
- Confirm that residents have necessary appointment documentation and approved personal items before departure, as applicable.
- Coordinate return transportation and notify appropriate facility staff when residents return from appointments or when significant delays occur.
- Communicate appointment paperwork, physician orders, prescriptions, follow-up instructions, or other documentation received during transportation to the appropriate licensed or administrative staff without independently interpreting clinical information.
- Immediately report transportation accidents, injuries, incidents, traffic citations, resident safety concerns, or other unusual occurrences to the Administrator or appropriate Supervisor in accordance with facility policy.
- Maintain cleanliness and general readiness of facility transportation vehicles, when assigned.
- Coordinate routine vehicle maintenance, fuel needs, registration, insurance documentation, and safety inspections as directed by the Administrator.
- Work cooperatively with contracted transportation providers and verify services as required.
- Assist with transportation-related scheduling for admissions, discharges, transfers, and other approved resident needs.
- Perform other transportation-related duties as assigned.
Personnel Functions
- Report suspected or known incidents of fraud to the Administrator.
- Ensure departmental computer workstations left unattended are properly logged off or protected by an approved automatic password-protected screensaver.
- Communicate effectively with Nursing, Administration, residents, responsible parties, medical providers, and transportation vendors regarding scheduling and transportation needs.
- Maintain professional conduct and resident confidentiality during all transportation activities.
Staff Development
- Attend and participate in in-service educational classes and on-the-job training programs as directed.
- Attend and participate in approved workshops and seminars.
- Create and maintain an atmosphere of warmth, personal interest, positive emphasis, and calm throughout the facility.
- Attend and participate in mandatory facility in-service training programs, including OSHA, TB, HIPAA, Abuse Prevention, and other required programs.
- Complete transportation, defensive-driving, vehicle-safety, resident-transfer, wheelchair-securement, or other transportation-related training required by the facility.
Safety and Sanitation
- Follow all established safety procedures and precautions when operating office equipment and facility vehicles.
- Report equipment or vehicle malfunctions and breakdowns to the Supervisor as soon as possible.
- Follow established ergonomic and safety procedures related to lifting, repetitive tasks, mobility assistance, and use of safety equipment.
- Report unsafe or hazardous conditions immediately.
- Follow all applicable vehicle safety procedures before transporting residents.
- Do not operate a vehicle when conditions, vehicle status, licensing status, medication effects, fatigue, or any other circumstance would make driving unsafe.
- Follow established infection-prevention procedures when transporting residents.
Equipment and Supply Functions
- Ensure administrative and transportation-related supplies are replenished as necessary.
- Use office and transportation supplies efficiently to avoid waste.
- Request repairs for office equipment and report vehicle maintenance or repair needs as necessary.
- Ensure work and assigned areas are maintained in a neat, clean, and orderly condition.
- When assigned responsibility for a facility vehicle, ensure required safety equipment and transportation supplies are present and maintained in accordance with facility policy.
Budget and Planning Functions
- Report suspected or known incidents of fraud involving false billings, cost reports, kickbacks, transportation charges, or other financial matters.
- Assist with tracking transportation mileage, vendor use, transportation expenses, and other information requested by Administration.
- Use facility transportation resources efficiently and coordinate trips when appropriate to reduce unnecessary costs while maintaining resident safety and timely access to care.
Resident Rights
- Maintain confidentiality of all resident care information, including protected health information, and report known or suspected unauthorized disclosure.
- Knock before entering a resident’s room.
- Respect and protect resident rights to fair and equitable treatment, self-determination, individuality, privacy, property, dignity, and civil rights, including during transportation.
- Treat residents respectfully and preserve privacy and dignity when assisting them into or out of vehicles or while accompanying them to appointments.
- Report all allegations of resident abuse, neglect, exploitation, or misappropriation of resident property immediately to the Administrator in accordance with facility policy.
- Perform additional duties as assigned.
REQUIRED QUALIFICATIONS
The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- High school diploma or equivalent.
- At least one year of clerical experience related to the essential functions of the position.
- Experience coordinating transportation, scheduling appointments, working in healthcare, or providing transportation services is preferred.
- Ability to read, write, speak, and understand the English language.
- Intermediate to advanced proficiency in Microsoft Office or similar software applications.
- Ability to use computers, telephones, photocopiers, filing systems, fax/scan equipment, and other standard office equipment.
- Strong data-entry and recordkeeping skills.
- Ability to make independent decisions when circumstances warrant such action and to recognize matters requiring supervisory or clinical review.
- Excellent verbal and written communication skills.
- Ability to multitask, work successfully under pressure, and effectively prioritize and manage time and workload.
- Ability to coordinate multiple appointments, transportation schedules, vendors, residents, and facility priorities.
- Well-developed interpersonal skills and the ability to interact tactfully with personnel, residents, family members, visitors, healthcare providers, government agencies, transportation providers, and the general public.
- Ability to maintain productive working relationships with medical professionals, healthcare facilities, transportation providers, and other organizations.
- Ability to create and maintain an atmosphere of warmth, personal interest, positive emphasis, and calm throughout the facility and during transportation.
- Leadership skills and the ability and willingness to work harmoniously with other personnel.
- Ability to act with patience, tact, professionalism, and enthusiasm when assisting residents.
- Willingness and ability to learn and incorporate new methods, procedures, and technologies into assigned duties.
- Must possess and continuously maintain a valid driver’s license appropriate for the vehicle being operated.
- Must maintain a driving record acceptable under facility policy and applicable insurance requirements.
- Must meet all facility and insurer requirements for operation of a facility vehicle.
- If a personal vehicle is authorized for facility business, must maintain legally required vehicle registration and insurance.
- Must immediately report any change in driver’s-license status, driving privileges, insurance eligibility, or other circumstance that could affect authorization to transport residents.
- Must be capable of safely operating assigned vehicles and completing required transportation-related training.
BACKGROUND INVESTIGATION REQUIREMENTS:
Laguna Rainbow Corporation has a strict policy for background investigation processes. Every position is reviewed and screened. This includes Onsite pre-employment drug screening, criminal background check (includes fingerprint) and license verification.
Type of Background Check
Required
Pre-Employment Drug Screening
X
Background Investigation through Department of Health “DOH” – Fingerprint Verification (Criminal Check, Abuse and Neglect Check, Sex Offender Check, Civil Court Check and Tribal Criminal Check)
X
License Verification and Reference Verification
X
NOTE: Laguna Rainbow Corporation may unilaterally change the requirements of this job description at any time. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. These include, but are not limited to, the following:
Administrative and Medical Records Functions
- File all patient/resident data upon receipt of information.
- Operate paging and telephone systems as required.
- Answer telephones, determine the nature of the call, and direct callers to the appropriate individual or department when the matter does not involve Medical Records.
- Deliver and pick up files and documentation as needed.
- Receive inquiries and release information in accordance with established policies and procedures.
- Prepare filing and medical record statistics as required.
- Perform routine monthly audits of resident charts and physician services and report discrepancies to the Director of Nursing and/or Administrator.
- Respond to inquiries regarding medical records.
- Provide directions and information to visitors, guests, residents, sales representatives, and others as directed by the Supervisor.
- Request additional information as necessary to complete resident medical records.
- Photocopy, scan, fax, or otherwise prepare records as needed for authorized legal, clinical, or administrative purposes.
- Retrieve archived records upon authorized requests from internal or external sources.
- Create charts for new admissions.
- Conduct QAPI rounds as scheduled, normally on the second Wednesday of each month.
- Assist with administrative duties as directed, including typing, filing, posting accounts, scheduling meetings, and other clerical functions.
- Safeguard medical records against loss, destruction, unauthorized use, or unauthorized disclosure.
- Maintain adequate space, equipment, and systems to efficiently review, index, file, and promptly retrieve medical records.
- Operate copier, scanner, fax machine, computer, and other office equipment as directed.
- Protect assigned user IDs and passwords used to access resident or facility information and promptly report suspected or known violations to the Administrator.
- Maintain confidentiality of resident protected health information and promptly report suspected or known unauthorized disclosure.
- Report known or suspected unauthorized attempts to access the facility’s information systems.
- Complete discharge filing and discharge audits.
- Track Medical Director and Physician Assistant visits and related documentation.
- Fax or securely transmit requested information to physician offices as authorized.
- Track annual History and Physical examinations and new-admission History and Physical examinations for the Medical Director.
- Perform other related duties and responsibilities as assigned.
Transportation Functions
- Coordinate resident transportation to and from physician appointments, diagnostic services, hospitals, therapy appointments, dialysis, dental visits, specialty appointments, and other approved destinations.
- Maintain an accurate transportation calendar and coordinate transportation needs with Nursing, residents, responsible parties, medical providers, and outside transportation vendors.
- Verify appointment dates, times, locations, transportation requirements, mobility needs, and other pertinent information before scheduled trips.
- Ensure residents are ready for transportation at the appropriate time and communicate scheduling changes or delays to applicable departments.
- Arrange appropriate transportation based on resident needs, including facility transportation, contracted transportation, wheelchair-accessible transportation, or other authorized services.
- Provide resident transportation when assigned and authorized by the facility.
- Operate any facility vehicle only when properly licensed, authorized, trained, and insured in accordance with facility policy and applicable law.
- Follow all traffic laws, defensive-driving practices, facility transportation policies, and vehicle safety procedures.
- Complete required pre-trip and post-trip vehicle inspections when operating a facility vehicle and promptly report mechanical problems, damage, safety concerns, or maintenance needs.
- Maintain required vehicle and transportation documentation, including mileage logs, trip records, appointment information, inspection records, and other documentation required by facility policy.
- Maintain confidentiality of resident information while coordinating or providing transportation.
- Assist residents with safe entry into and exit from vehicles within the employee’s training and physical capabilities and in accordance with resident care plans and facility policy.
- Ensure wheelchairs, walkers, mobility devices, and other authorized equipment are appropriately secured during transportation when required.
- Confirm that residents have necessary appointment documentation and approved personal items before departure, as applicable.
- Coordinate return transportation and notify appropriate facility staff when residents return from appointments or when significant delays occur.
- Communicate appointment paperwork, physician orders, prescriptions, follow-up instructions, or other documentation received during transportation to the appropriate licensed or administrative staff without independently interpreting clinical information.
- Immediately report transportation accidents, injuries, incidents, traffic citations, resident safety concerns, or other unusual occurrences to the Administrator or appropriate Supervisor in accordance with facility policy.
- Maintain cleanliness and general readiness of facility transportation vehicles, when assigned.
- Coordinate routine vehicle maintenance, fuel needs, registration, insurance documentation, and safety inspections as directed by the Administrator.
- Work cooperatively with contracted transportation providers and verify services as required.
- Assist with transportation-related scheduling for admissions, discharges, transfers, and other approved resident needs.
- Perform other transportation-related duties as assigned.
Personnel Functions
- Report suspected or known incidents of fraud to the Administrator.
- Ensure departmental computer workstations left unattended are properly logged off or protected by an approved automatic password-protected screensaver.
- Communicate effectively with Nursing, Administration, residents, responsible parties, medical providers, and transportation vendors regarding scheduling and transportation needs.
- Maintain professional conduct and resident confidentiality during all transportation activities.
Staff Development
- Attend and participate in in-service educational classes and on-the-job training programs as directed.
- Attend and participate in approved workshops and seminars.
- Create and maintain an atmosphere of warmth, personal interest, positive emphasis, and calm throughout the facility.
- Attend and participate in mandatory facility in-service training programs, including OSHA, TB, HIPAA, Abuse Prevention, and other required programs.
- Complete transportation, defensive-driving, vehicle-safety, resident-transfer, wheelchair-securement, or other transportation-related training required by the facility.
Safety and Sanitation
- Follow all established safety procedures and precautions when operating office equipment and facility vehicles.
- Report equipment or vehicle malfunctions and breakdowns to the Supervisor as soon as possible.
- Follow established ergonomic and safety procedures related to lifting, repetitive tasks, mobility assistance, and use of safety equipment.
- Report unsafe or hazardous conditions immediately.
- Follow all applicable vehicle safety procedures before transporting residents.
- Do not operate a vehicle when conditions, vehicle status, licensing status, medication effects, fatigue, or any other circumstance would make driving unsafe.
- Follow established infection-prevention procedures when transporting residents.
Equipment and Supply Functions
- Ensure administrative and transportation-related supplies are replenished as necessary.
- Use office and transportation supplies efficiently to avoid waste.
- Request repairs for office equipment and report vehicle maintenance or repair needs as necessary.
- Ensure work and assigned areas are maintained in a neat, clean, and orderly condition.
- When assigned responsibility for a facility vehicle, ensure required safety equipment and transportation supplies are present and maintained in accordance with facility policy.
Budget and Planning Functions
- Report suspected or known incidents of fraud involving false billings, cost reports, kickbacks, transportation charges, or other financial matters.
- Assist with tracking transportation mileage, vendor use, transportation expenses, and other information requested by Administration.
- Use facility transportation resources efficiently and coordinate trips when appropriate to reduce unnecessary costs while maintaining resident safety and timely access to care.
Resident Rights
- Maintain confidentiality of all resident care information, including protected health information, and report known or suspected unauthorized disclosure.
- Knock before entering a resident’s room.
- Respect and protect resident rights to fair and equitable treatment, self-determination, individuality, privacy, property, dignity, and civil rights, including during transportation.
- Treat residents respectfully and preserve privacy and dignity when assisting them into or out of vehicles or while accompanying them to appointments.
- Report all allegations of resident abuse, neglect, exploitation, or misappropriation of resident property immediately to the Administrator in accordance with facility policy.
- Perform additional duties as assigned.
REQUIRED QUALIFICATIONS
The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- High school diploma or equivalent.
- At least one year of clerical experience related to the essential functions of the position.
- Experience coordinating transportation, scheduling appointments, working in healthcare, or providing transportation services is preferred.
- Ability to read, write, speak, and understand the English language.
- Intermediate to advanced proficiency in Microsoft Office or similar software applications.
- Ability to use computers, telephones, photocopiers, filing systems, fax/scan equipment, and other standard office equipment.
- Strong data-entry and recordkeeping skills.
- Ability to make independent decisions when circumstances warrant such action and to recognize matters requiring supervisory or clinical review.
- Excellent verbal and written communication skills.
- Ability to multitask, work successfully under pressure, and effectively prioritize and manage time and workload.
- Ability to coordinate multiple appointments, transportation schedules, vendors, residents, and facility priorities.
- Well-developed interpersonal skills and the ability to interact tactfully with personnel, residents, family members, visitors, healthcare providers, government agencies, transportation providers, and the general public.
- Ability to maintain productive working relationships with medical professionals, healthcare facilities, transportation providers, and other organizations.
- Ability to create and maintain an atmosphere of warmth, personal interest, positive emphasis, and calm throughout the facility and during transportation.
- Leadership skills and the ability and willingness to work harmoniously with other personnel.
- Ability to act with patience, tact, professionalism, and enthusiasm when assisting residents.
- Willingness and ability to learn and incorporate new methods, procedures, and technologies into assigned duties.
- Must possess and continuously maintain a valid driver’s license appropriate for the vehicle being operated.
- Must maintain a driving record acceptable under facility policy and applicable insurance requirements.
- Must meet all facility and insurer requirements for operation of a facility vehicle.
- If a personal vehicle is authorized for facility business, must maintain legally required vehicle registration and insurance.
- Must immediately report any change in driver’s-license status, driving privileges, insurance eligibility, or other circumstance that could affect authorization to transport residents.
- Must be capable of safely operating assigned vehicles and completing required transportation-related training.
BACKGROUND INVESTIGATION REQUIREMENTS:
Laguna Rainbow Corporation has a strict policy for background investigation processes. Every position is reviewed and screened. This includes Onsite pre-employment drug screening, criminal background check (includes fingerprint) and license verification.
Type of Background Check
Required
Pre-Employment Drug Screening
X
Background Investigation through Department of Health “DOH” – Fingerprint Verification (Criminal Check, Abuse and Neglect Check, Sex Offender Check, Civil Court Check and Tribal Criminal Check)
X
License Verification and Reference Verification
X
