Program Coordinator

Program Coordinator The responsibility and authority for the administrative management of the office in the absence of the Administrator. Day to day activities include office reception, ordering of office supplies and forms, managing office cleaning, biohazard pickups, and shredding pickups. Managing the postal needs,postage, pickups, mailings etc. Direct responsibility for management of the answering service contract. QUALIFICATIONS Associate degree (preferred) or nursing diploma/degree (LPN licensure is acceptable). High School graduate or proof of post-secondary education if high school transcript is unavailable. Computer literate in MS Word and Excel. Organized, meticulous and gives attention to detail. Must be able to read, write and maintain simple records in English and Spanish Excellent Telephone skills. Must have a criminal background check RESPONSIBILITIES/ESSENTIAL FUNCTIONS Office Reception Functions: ? Answer phones in a professional and courteous manner. ? Manage the reception area to ensure effective telephone and mail communications, maintaining a professional image. Client Interaction: ? Serve as the primary point of contact for clients, providing exceptional customer service and addressing their inquiries and concerns. ? Take telephone referral information and pass referrals to the Intake and Outreach department. Office and Supply Management: ? Notify management to order office supplies to ensure timely delivery ? Handle postal needs, including postage, pickups, and mailings. ? Unpack delivered supplies and organize them in the supply closet. ? Distribute paychecks to staff and ensure sign-off upon pickup. ? Mail client/staff birthday cards monthly ? Mail client/staff holiday cards annually Administrative Support: ? Assist in activities required by the Program Director and Executive Director. ? Maintain HIPAA compliance, ensuring client information remains confidential. ? Maintain accurate records and update information as necessary. ? Check prospective employee references. ? Assist prospective employees with application completion when they walk into the office ? Call active employees weekly to submit expired/expiring employment documents and documents on Ritiko. Communication and Coordination: ? Inform Care Managers of client vacations, ED visits, and hospitalizations. Intellectual Property rights of the trademark for A Caring Heart Nursing Services ? Provide updated information to Access Agency Care Managers upon request. ? Contact PCAs daily to review documentation and address EVV issues per report submitted. ? Educate PCAs on Sandata Mobile Connect EVV and Telephony EVV use. ? Contact Caregivers on Mondays and Tuesdays to complete their documentation. ? Follow up with Caregivers to correct rejected notes. ? Contact all staff to attend in-service meetings. ? Follow up with staff regarding incomplete in-services. Additional Responsibilities: ? Assist with Spanish translation services. ? Assist with medical administrative support tasks such as filing, data entry, and organizing documents. ? Coordinate and schedule home visits for nurses and inform clients of nurse visits. ? Cooperate with staff regarding investigation of client complaints/concerns. ? Participate in special department projects as needed. Staff Support: 1. Participate in the orientation of front office staff and support newly hired staff. 2. Oversee the front office staff to ensure the cleanliness of the office, including daily trash removal, and monthly shredding pickups. Program Understanding: ? Understand all program details, eligibility, referral, admission, and discharge processes. ? Understand the eligibility guidelines of AFL and PCA programs.