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Clinical Coordinator Administr...

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Job Summary

Boston, MA 02129
Job Type
Full Time
Years of Experience
2+ to 5 Years

Clinical Coordinator Administrative 1:30pm-8:00pm

About the Job

Visiting Nurse Association of Boston         

Position Description


Position Title:Clinical Coordinator                                                   Dept:               Operations


Reports To:                Manager of Support Services                                      Grade:            A        


Supervise:                  N/A                                                                             Job Code:       155

Shift:                           Days, Evenings, Weekends


Purpose of Position: Supports clinical operations in each district.  Provides supportive functions to clinical and managerial staff. Coordinates visit schedules. Facilitates communications between team, staff and other departments. Facilitates activities supporting the achievement of budgetary goals. Provides tertiary support/education on laptop completion of 485's and OASIS. Acts as contact to internal and external customers.



1.                  Completes assigned work activities with a high degree of accuracy and in a timely manner. (50%)


·         Referral Distribution


·         Retrieves referrals from CI

·         Assembles kits

·                Updates computer with CM and team

·                Logs in admit logbooks

·               Distributes to clinician, other disciplines

·         Tracks for 24 hour return

·         Monitors/processes NTUC charts


·         Performs Data Entry as needed


·         Adds CM and team to each patient episode

·         Leveling information

·         Extended hours information

·         DNR information

·         Enter patient's maintenance changes in CM, address, etc.

·         Ends discipline and adds new disciplines

·         Corrections of clinician work product


             l      Printing of Reports/Forms


·         Recert late list from recertification book/new report

·         A/R screens

·         Caseload reports

·         POC reports (time and travel, overlaps, etc.)

·         Statistics of Team Data


·         Weekly numbers

·         Daily numbers

·         Personal productivity

·         Monitors key indicators and takes action as needed (including recert. late list, discharges, error report, time & travel)


·         Problem/Error Resolution


·         Researches all problems with incorrect MD information

·         Reviews time & travel, alerting staff and managers of trends

·         Researches error reports weekly and locates work (including late recerts discharges and admissions)

·         Monitors 5-day window issues for avoidance and resolution

·         Researches/resolves date discrepeancy issues using chart and clinical explorer

·         Resource for clinicians with laptop issues.


2.                  Assists Clinicians and Clinical Managers in day to day activities of team


·         Relieves clinical staff and managers of administrative paperwork.  (20%)


·         Intra agency referrals

·         Printing lab slips

·           Ordering patient supplies/clinical supplies/team cabinet supplies/supply problem resolutions

·           Triages patient/family/community calls

·           Types letters/memos/team data/letters of medical necessity

·           Communications of hospitalization to all disc., HHA dept. and liaisons via hospital line

·           Coordinates team needs with FAS, i.e. phone list updates

·           Complete fax cover sheets/faxing

·           Aware of Prior Approval System and need for Authorization


·         Relieves management staff of administrative paperwork.    (20%)


·         Assists in the schedule of visits and work assignment, coordinating revisit schedule

·         Works the weekly caseload report

·         Provides follow up on discharge paperwork processing

·         Calls out referrals as needed

·         Per visit scheduling

·         Weekend list prep (pull records as required including S/P)

·         Admit log tracking and weekly reconciliation

·         Collects and reviews payroll timesheets, expense reports

·         Attend team meeting and take minutes

·         Assist in the follow up required for Prior Approval

3.                  Other duties as assigned, including but not limited to:


·         Paging

·         Phone coverage

·         Distribution


4.                  Participates in weekend, holiday, and on-call rotations.    (5%)


       5.        Performs all work activities in accordance with the VNAB’s Compliance Program, all policies and procedures of the Agency and applicable regulatory agencies.    (5%)


·         Attends departmental and committee meetings.

·         Complies with HIPAA and other Agency rules and regulations

·         Make sure team areas are also in compliance with respect to HIPAA and all other Agency rules and regulations

·         Participates in activities that enhance self-competence and the agency's performance improvement program



Educational/Professional Requirements: High School diploma with AS preferred.  1-3 years related experience.  Detail-oriented, excellent interpersonal skills, good organizational and communication skills.  Strong computer skills. Ability to problem solve and work independently.


Physical Demands:


3.      Sitting;  4.  Lifting (0-25lbs);  5.  Carrying;  10.  Stooping;  14. Reaching; 15.  Handling;  16.  Fingering; 

18.  Talking;  19.  Hearing;  21.  Near acuity;   22.  Far acuity;  25.  Color vision; 

27.  Coordination of eye / hand / foot controls.




____________________________________            __________________________             

(Department Head)                                                   (Date)



____________________________________            __________________________             

(Vice President)                                                          (Date)



____________________________________            __________________________

(Director of Human Resources)                                  (Date)



updates 11/2005




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