Program Coordinator

This position is responsible for coordinating hospice pre-registration and facilitating medical records request for all hospice with a history of an injury and answer phone inquiries during business hours. This position is responsible for coordinating the completion of overall case work.

ESSENTIAL FUNCTIONS:
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.

• Manages the Hospice Program registration system by collecting medical records and other required tasks.
• Responsible for Records Management: Works with local hospitals, clinics, nursing homes, assisted living facilities for medical records requests and direct them the proper investigator.
• Communicates with funeral homes, government agencies and departments, hospitals, and clinics related to confidential decedent information.
• Responsible for quarterly quality assurance case review.
• Responsible for organ and tissue donation program.
• Assist the Chief Medical Examiner in onboarding new investigators.
• Serves as a point of contact for department projects coordination and acts as liaison between programs and systems, and participants or end users.
• Supports the department programs and services through organizational management of critical timelines and documentation.
• Assists with the operation and troubleshooting of office equipment and works with IT as needed. Updates and maintains department files, records, plans, mailing lists, and other related documents.
• Prepares professional internal and external communication such as letters, newsletters, brochures, newspapers, minutes, social media, website, etc. as related to the department.
• May act as receptionist or point of contact for any of the following but not limited to: the general public, staff, and vendors, etc.
Other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of and ability to interpret federal, state, and county laws, rules, and ordinances pertaining to the responsibilities of Department.
• Ability to perform detailed work accurately and independently in compliance with stringent time limits with minimal direction and supervision.
• Ability to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
• Ability to maintain accurate and legible notes.
• Knowledge of County policies, procedures and practices.
• Knowledge of local government organization and its departmental operating requirements.
• Ability to establish and maintain effective working relationships with other.
• Considerable knowledge of modern office practices and procedures.
• Ability to analyze and prepare organizational and functional reports from research data.
• General knowledge of standard office procedures, practices, equipment and office assistance techniques.
• Knowledge of the use of a multi-line telephone system.
• Ability to type and key entry accurately at a reasonable rate of speed.
• Ability to operate standard office equipment and perform word processing and/or data entry.
• General knowledge of current office practices and procedures and knowledge of the operation of standard office equipment and software.
Ability to work the allocated hours of the position.

LANGUAGE SKILLS

• Ability to communicate effectively with other members of the staff, supervisor, and the public.
• Ability to communicate clearly and concisely in both written and verbal form.
• Must be proficient in workplace English and spelling.
Ability to read County policies and procedures; written instructions, general correspondence; SDS sheets, safety manuals, maps, etc.

MATHEMATICAL SKILLS

• Ability to calculate mathematical calculations.
Ability to comprehend financial records and reporting.

REASONING ABILITY

• Ability to understand and effectively carry out verbal and written instructions.
• Ability to develop, interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
• Ability to define problems and deal with a variety of situations.
• Ability to think quickly, maintain self-control, and adapt to stressful situations.
• Ability to maintain discretion regarding business-related files, reports and conversations, within the provision of open records law and other applicable State and Federal Statutes and Regulations.
• Organizational and time management skills needed to meet deadlines.
• Must have ability to work accurately with attention to detail.
• Ability to maintain confidentiality.
• Ability to prepare and maintain accurate and concise records and reports.
• Ability to analyze facts and to exercise sound judgment in arriving at conclusions.
Ability to use good judgement and effectively solve problems.

PHYSICAL AND WORK ENVIRONMENT:
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee s supervisor.

PHYSICAL REQUIREMENTS

• This work requires the ability to facilitate lifting up to 300 pounds; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has exposure to environmental conditions such as unpleasant odors associated with the deceased.
Work is generally in a moderately noisy location (e.g. business office, light traffic).

WORK ENVIRONMENT

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE REQUIREMENTS

• Associate degree in the medical field or office management.
• Minimum of one (1) year of experience with a hospice agency, funeral home or medical examiner's office.
• Five (5) years of customer service experience interacting with a diverse group of clients in stressful situations.
• Minimum of one (1) year of experience in data entry.
• Randox certification, preferred.
• Advanced proficiency with Microsoft Excel is required.