What are the responsibilities and job description for the Administrative Coordinator, Part-Time position at Inova Health System?

Inova Medical House Calls is looking for a dedicated Administrative Coordinator to join our team. This role will be Part-Time (24 hours / week)

The Medical House Calls program is specifically tailored to support elderly patients in their desire to age comfortably at home, aiming to minimize hospital readmissions and overall healthcare costs. This initiative is driven by an interdisciplinary team that delivers comprehensive primary care directly to patients in their homes or assisted living facilities. Typically serving patients aged 65 and above who face challenges in attending traditional medical appointments, the program primarily assists individuals managing multiple chronic conditions, coping with changes in functional ability, handling polypharmacy, and dealing with frailty or debility.

The primary care services provided through this program involve intensive patient management and meticulous care coordination, with a particular focus on advance care planning. To ensure optimal patient outcomes, the program team establishes robust partnerships with various healthcare entities, including inpatient teams, hospice agencies, skilled nursing facilities, physical therapy, occupational therapy, mental health services, and county support services.

The geographical coverage of Medical House Calls extends across approximately 48 zip codes in Northern Virginia. Medical House Calls | Inova

Inova is consistently ranked a national healthcare leader in safety, quality and patient experience. We are also proud to be consistently recognized as a top employer in both the D.C. metro area and the nation.

Featured Benefits :

Committed to Team Member Health : offering medical, dental and vision coverage, and a robust team member wellness program.
Retirement : Inova matches the first 5% of eligible contributions - starting on your first day.
Tuition and Student Loan Assistance : offering up to $5,250 per year in education assistance and up to $10,000 for student loans.
Mental Health Support : offering all Inova team members, their spouses / partners, and their children 25 mental health coaching or therapy sessions, per person, per year, at no cost.
Work / Life Balance : offering paid time off, paid parental leave

Job Responsibilities :

The Administrative Coordinator coordinates and performs a wide variety of administrative activities to support department functions. Provides secretarial support to directors and managers to facilitate completion of department work.

Schedules and coordinates arrangements for meetings and special events including facilities, catering and logistics; Makes travel arrangements as needed.

Tracks and monitors department budget, researches variances, creates and maintains spreadsheets and creates statistical reports; Prepares and distributes monthly budget reports; Assists in preparation of annual budget proposals.

Processes requisitions, invoices, expense reports, prepares check requests, determines appropriate accounting codes and ensures data entry of appropriate information; Responsible for petty cash fund.

Maintains confidential employee records for department staff, processes time sheets, tracks PTO and serves as a liaison with payroll and Human Resources.

Revises and drafts processes and procedures as needed to support efficient and effective department operations; Designs, formats and edits documents and presentations using intermediate and advanced features of MS Office applications (Word, Excel and Power Point).

Ensures maintenance of hard copy and computer files; Builds and maintains databases using Access, Excel, and specialized database applications.

Coordinates schedules of support staff to provide backup for department (meetings, education and PTO); Orients new employees and provides training in department policies and procedures.

May, as required by department, create, maintain and terminate patient charts in compliance with medical record guidelines; Ensures integrity of medical record including patient identification; Guarantees all chart documents are placed in the chart in preparation for transfer or discharge; Returns old medical records to the Medical Record Department at discharge.

May perform additional duties as assigned.

Additional Requirements :

Work Schedule : Part-Time (24 hours / week)

Education : High School diploma or equivalent

Experience : 1 year of relevant office or healthcare experience

Medical Assistant strongly preferred.

Salary : $5,250

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