Clinical Services/Records Coordinator

JOB SUMMARY: This professional is responsible for maintaining Clinic, Residential and Adoption Records, and providing administrative support to Clinical and Residential Services.  Responsible for client electronic record data information, coordinating for Residential and Clinical programs using client record data software. Participates in organization’s continuous quality improvement efforts.

ESSENTIAL FUNCTIONS:

1.    Provides administrative support for Clinical Services, including telephone coverage, mail/email handling, support with intake documentation being entered into the electronic medical records system and necessary communications internally and externally. Assists and supports Program Staff. Types correspondence including word processing/typing of letters, memos, forms, policies and procedures (includes handling confidential information).

2.    Creates and maintains accurate charts for residential clients, and other programs as assigned, including updated photographs.

3.    Prepares Psychiatric Schedule, documentation Due Date Schedule for program director and/or designee. Types/Transcribes, formats, distributes for information, mails and files, and psychiatric evaluations as needed.

4.    Audits the clinical charts monthly for deficiency/eligibility in documentation and reports them to the program director and/or designee

5.    Performs data base maintenance for electronic medical system, provides information, reports and forms to software vendor.  Provides technical support and trouble shoots for residential and clinical services and serves as a backup for the other program as needed in continuum of care.  Creates and maintain forms and reports in database when required and run queries.  Attends meetings and training when required.

6.    Produces and maintains weekly reports including Placement, Therapy Schedules, Bed Hold requests and required reports for funding source, Guardian Ad Litem list, etc. Submits the state monthly progress reports into the CBC agency. 

7.    Produces and maintains monthly reports including Census, Monthly Statistics, Length of Stay, Quality Improvement Indicators, Monthly Summaries required by funding sources, and PQI as directed by Sr. management.

8.    Screen adoption inquires from former clients, providing information and processing of non-identifying requests.  Work with Adoption Research Liaison and Intermediaries to give accurate information and procedures for searches.

9.    Maintains and serves as a notary public for the entire organization. 

10.    Serves as a resource person for program staff.

11.    Perform other related duties as assigned.

***THESE ESSENTIAL JOB FUNCTIONS ARE NOT TO BE CONSTRUED AS A COMPLETE STATEMENT OF ALL DUTIES PERFORMED.  EMPLOYEES WILL BE REQUIRED TO PERFORM OTHER JOB RELATED MARGINAL DUTIES AS REQUIRED***

MINIMUM QUALIFICATION REQUIREMENTS:

Education & Experience: 

 A  minimum of an Associate Degree from an accredited college or university is required along with two years work experience involving secretarial/clerical duties including the operation of a personal computer, data entry and office equipment.
Or
A minimum of a high school or acceptable equivalency diploma required along with four years work experience involving secretarial/clerical duties including the operation of a personal computer, data entry and office equipment.

Licenses & Certifications:

·    Must possess and maintain a valid Florida driver’s license with no record of criminal driving offense of license suspension.  
·    Must possess means of providing job related transportation and show proof of required insurance.  Must be insurable under CHI’s current auto insurance policy.
·    Must be able to work flexible hours, including evenings and weekends.  
·    Must successfully complete and maintain FDLE clearance, Federal background and state criminal background check and sexual predator screening.
·    Must obtain and maintain Notary commission.

COMPETENCIES & PROFESSIONAL DEVELOPMENT:

Annual Training Requirements: The following training topics are required annually: Sexual Harassment, Blood-born Pathogens, Workplace Accident Prevention and Reporting, Confidentiality and Privacy Practices, Diversity/Cultural Competency, Child Abuse and Neglect Mandated Reporter Statutes and Methods, Prevention of Violence in the Workplace, OSHA–related training, Crisis Prevention, and Program Goals.

Knowledge, Skills and Abilities:

·    Ability to type 70 wpm and take transcription.  
·    Knowledge of word processing, spreadsheet, data management and related basic computer software, including MS Office Suite.
·    Knowledge of effective office procedures and practices. 
·    Possess effective organizational skills. 
·    Ability to communicate effectively, verbally and in writing.
·    Ability to establish effective working relationships with clients, co-workers, supervisors and other individuals. 
·    Possess effective interpersonal skills.
·    Knowledge of agency's organizational structure, standard operating procedures and policies.

ESSENTIAL PHYSICAL SKILLS:

·    Ability to use a personal computer and related office equipment.
·    Ability to use hands and fingers for typing.
·    Ability to communicate effectively, verbally and in writing.
·    Good hearing (with or without hearing device).
·    Able to lift at least 30 lbs.

Reasonable accommodation will be made for otherwise qualified individuals with a disability.

ENVIRONMENTAL CONDITIONS: 

·    Works indoors in an office environment.