Job Abstract

VNA has an immediate opening for a Medical Records Administrative Coordinator for our home health service line. The primary responsibilities of this position are to obtain suitable documentation from a patient’s healthcare provider that meets the regulatory requirements for the Medicare home health face-to-face (F2F) certification and to obtain timely signed orders from the healthcare provider. The ideal candidate for this position has 2 or more years’ experience in a healthcare call center environment, has excellent customer service and communication skills, and an ability to multitask and remain focused while managing a high-volume, time-sensitive workload. The educational requirement is a high school diploma or associate degree. If you have on outgoing personality with the ability to connect with others to get the job done, then this position is for you. Prior home health experience is a definite plus!

Position Summary:

Performs clerical/administrative duties to obtain healthcare provider signatures for the home health Plan of Care (POC), interim/supplemental treatment orders, and accurate/complete Face-to-Face (F2F) home health certifications in a timely manner.

Essential Functions:

• Processes the patient’s POC and interim/supplemental treatment orders, forwards to healthcare providers for signature, and implements orders tracking procedures to obtain the healthcare provider’s signature in a timely manner.
• Obtains required documentation from the patient’s healthcare provider for the home health F2F certification in a timely manner.

Primary Duties:

• Contacts patient/family to obtain healthcare provider name and contact information as needed.
• Contacts healthcare providers to confirm that patient care orders will be signed and obtains providers’ preferred means for receiving documents (Forcura, Biscom, fax, etc.) prior to forwarding orders for signature.
• Updates the patient’s electronic medical record (EMR) to reflect current, accurate data.
• Forwards the patient POC and interim/supplemental orders via Agency’s electronic portals to the appropriate healthcare provider for review and signature.
• Utilizes EMR report data and performs orders tracking activities with effective follow up measures to obtain signed orders as per regulatory requirements.
• Monitors various electronic transmission systems for signed orders.
• Reviews signed orders to ensure provider signature matches name on order and date order was signed present.
• Performs order check in procedure, as applicable, and uploads signed orders to patient’s EMR..
• Reviews patient referral for F2F certification documentation.
• Contacts healthcare providers to obtain patient encounter notes that align with primary reason for home health services and ensures patient encounter occurred within specified time period as per regulatory guidelines.
• Notifies home health clinical manager when unable to obtain signed orders, F2F appointment not kept, or F2F documentation is outstanding despite efforts to retrieve from provider.
• Communicates regularly with clinical team and Business Development Department to resolve issues that impede ability to obtain signed treatment orders.
• Uploads signed orders to patient’s EMR.
• Handles a high volume of incoming calls in a positive manner and assists callers appropriately.
• Completes all assigned workflows in Agency’s information system.
• Establishes and maintains effective working relationships with staff, peers, supervisors, and external customers.
• Interprets Agency services and programs to patients, families, community, and other agencies.
• Participates in Quality Improvement activities.
• Complies with Agency’s Personnel Policies and Procedures.
• Other duties as assigned.

Knowledge and Experience:

• 2+ years of experience in a call center environment; previous healthcare experience is preferred.
• Excellent customer service skills; communicates clearly and effectively.
• Excellent computer skills.
• Detail oriented with above average organizational skills.
• Ability to plan and prioritizes to meet deadlines.
• Ability to multitask and remain focused while managing a high-volume, time-sensitive workload.

Education:

High School Diploma

PHMC is an EOE and an E-Verify Employer