Coordination Supervisor (Care Manager)

Schedule:

• 8 hour shift (9am -5pm)
• Weekends as needed

Benefits:

• 401(k) matching
• Dental insurance
• Disability insurance
• Health insurance
• Life insurance
• Paid sick time
• Paid time off
• Parental leave
• Referral program
• Vision insurance

POSITION SUMMARY:

The Coordination Supervisor is responsible for supervising and leading the Staffing Coordinators in the efficient scheduling of caregivers for client services. This role includes ensuring timely and appropriate caregiver-client matches, maintaining compliance with regulations, and addressing staffing-related issues.

JOB DESCRIPTION:

1. Supervision: Supervise the coordinating team to ensure the continuous provision of home care services for clients.

2. Professional Relations: Establish and maintain professional relations with Coordinators, Patients, and Home Health Aides.

3. Teamwork: Promote a collaborative and teamwork environment within the department.

4. Problem Solving: Demonstrate the ability to define problems and tasks, collect data, establish facts, and facilitate resolution.

5. Computer Skills: Utilize various computer functions to facilitate communication between departments and support overall office operations.

6. Punctuality: Maintain punctuality and readiness for work at the assigned start time.

7. Incident Reporting: Report major incidents to the Director and Assistant Director of Coordination.

8. Efficiency: Ensure the maintenance of efficient methods to carry out daily responsibilities by staff, ensuring the continuity of patient care.

9. Phone Etiquette: Answer phones in a professional and timely manner.

10. Privacy and Compliance: Respect patient and employee rights and privacy, maintain the security of protected information, and comply with the agency's compliance program and privacy policies.

11. Mission and Values: Implement awareness of the company's mission, vision, values, and goals within the team.

12. Adaptability: Perform related duties as required and assigned by the Director and Assistant Director.

13. Corrective Action: Provide corrective action for staff and Home Health Aides as needed.

14. Patient Satisfaction: Monitor patient satisfaction and follow up on any patient complaints.

15. Regulatory Compliance: Monitor adherence of all staff to contractual and government regulatory guidelines.

16. Assistance: Assist Directors as needed in their responsibilities.

RESPONSIBILITIES:

1. Demonstrates a commitment to maintaining a high degree of patient satisfaction and strives to work as a team player within the Department.

2. Responsible for ensuring their team schedule replacement caregivers upon request from Human Resources department to ensure caregiver compliancy with agency and state regulations.

3. Collaborate with the Assistant Director to match caregivers with clients based on client needs and caregiver skills.

4. Support orientation and training programs for new caregivers.

5. Contribute to quality improvement initiatives to enhance service delivery.

6. Communicate with clients and their families to address scheduling concerns or changes.

7. Collaborate with the clinical team to ensure care plans are aligned with client requirements.

8. Coordinate with the Assistant Director to ensure continuity of care during emergencies.

9. Evaluate Coordinators’ performances and ensure they are following Policy and Procedure when they are assigned new cases.

10. Follow up with contracts when required, communicating any changes in scheduling such as replacements and any incidents that have occurred.

11. Council caregivers when an incident is beyond a coordinator’s scope of practice.

12. Assist Coordinators with resolving complaints, incidents and or problems whenever needed.

13. Work with Lead Coordinator to review all emails and ensure that all complaints, incidents, and errors have been corrected and handed in.

14. Assists with obtaining contract authorizations where pre-billing conflicts arise.

15. Council Coordinators when needed.

16. Maintain log for New, Resumed, Discharged and Denied cases daily. Monitor future Extended discharges to avoid errors or unnecessary discharges.

17. Update staff on all company changes and announcements.

18. Daily monitor the On-Call Logs and compare them to the daily report from On-Call Personnel to ensure all calls are addressed and that Coordinators have made the proper changes based on the On-Call report provided.

19. Collect Daily Schedule Actual Report from all Coordinators and check for avoidable errors.

20. Run various daily and weekly reports to check for any discrepancies or coordinator errors to ensure compliance within the department.

21. Perform random checks on Daily Reports submitted by Coordinator to ensure that they are following company procedures.

22. Responsible for training all new coordinators and supplying all necessary documents and supplies so that they can perform their daily duties.

23. Attending all company skill building training.

WORK ENVIRONMENT: Works in an office environment with regular exposure to staff and patient elements and occasional stress.

COGNITIVE REQUIREMENTS: Must work cooperatively with others and perform a wide variety of complex and complete tasks involving office equipment and machinery.

QUALIFICATIONS:

· A college degree is required (bachelor’s degree preferred) or a minimum of three (3) years of experience in staffing and scheduling management in the home care industry.

· Proficient in Microsoft Office Suite and HHA Exchange.

· Able to maintain a scheduling system manually and date entry proficiency.

· Strong knowledge of home care regulations and compliance.

· Excellent leadership and team management skills.

· Strong communication and interpersonal abilities.

· Adaptability to pressure.

FUNCTIONAL ABILITIES: The physical demands described here are representative of those that must be met by an employee to successfully perform the essentials of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to stand, walk, sit, use hands and fingers, handle or feel, and to talk and/or listen on the phone and in person. The employee is occasionally required to reach with hands and arms. The employee must regularly lift and/or move up to ten pounds and occasionally lift and/or move 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to focus.

· Must be able to read twelve point or larger type.

· Must be able to lift, stoop and bend effectively to be able to perform the above-listed job functions.

· Must be able to hear adequately with no more than an amplifier on the phone and speak in a manner understood by most people.