Clinical Services Coordinator

This role is responsible for ensuring the smooth and efficient operation of the Clinical Services Department through a variety of administrative and logistical duties. Responsibilities include coordinating staff scheduling and time management for the clinical team, scheduling Resident appointments and arranging transportation services, managing inventory control and ordering necessary clinical and office supplies, and collecting, organizing, and maintaining Resident charts, care cards, and billing documentation. The position also includes coordinating and maintaining the visiting provider schedule, delivering high levels of customer service to Residents, families, and healthcare partners, and providing administrative support to the RN Supervisor, Director of Clinical Services and the nursing staff.

  Job Duties:

1. Staffing, Scheduling, Time and Attendance.
   1. Maintains the main staff schedule to ensure adequate staffing coverage for Resident care needs.
   2. Communicates with staff nurse, RN Supervisor and/or Clinical Director throughout shift to coordinate efforts and to meet Resident and staff needs.
   3. If open shifts cannot be filled, notifies the supervisor as soon as possible for further guidance.
   4. Maintain “CNA Care Cards” for staff required work assignment; update as appropriate.
   5. Schedule CNAs rotations (Schedule A, B, and C) to change weekly on Sundays.
   6. Tracks staff attendance and tardiness; initiates appropriate disciplinary action and coordinates with RN Supervisor and HR for follow-up.
   7. Update staff schedules in When to Work; post 2-4 weeks of schedules in the app and in two locations.
   8. Provides a weekly list of agency shifts worked to the RN supervisor and HR.

Scheduling Resident Appointments and Transportation:

1. Assists in scheduling Resident appointments and arranges transportation (via family, vendor, or internal resources).
2. Prepares necessary documents for Resident appointments.
3. Notifies Resident of upcoming appointments.

Inventory and Ordering:

1. Orders clinical and office supplies and ensures inventory is maintained at appropriate levels.
2. Manages ordering and stock of nutritional supplements; maintains par levels.

Staff Documentation, Billing and Organization:

1. Initiates and maintains hard charts and electronic medical records (EMR) for all Residents receiving Nursing Services.
2. Scans and uploads medical records, lab results, and appointment paperwork into PCC.
3. Creates new patient charts upon move-in; disassembles and files hard charts upon discharge.
4. Completes the monthly billing spreadsheet accurately and in a timely manner.
5. Maintains inventory of rental items and ensures they are properly tracked and billed to the appropriate Resident accounts.
6. Thins Resident charts every 6–12 months or as needed and files them in Medical Records.
7. Mails physician orders to MDs for review, renewal, and signature; files signed orders in the hard chart.