Recovery Center Intake Coordinator

JOB PURPOSE: The Recovery Center Intake Coordinator prioritizes and performs clerical duties to maintain basic front office workflow functions vital to the effective and efficient functioning of the Recovery Center.  Under direct supervision, acts as a primary contact for all visitors and patients, including initiating the intake process and serves as a central contact for all mail/packages, telephone calls and a distribution point for paper and electronic communication, laboratory, and test results. Interacts daily with visitors, patients, providers, and staff and displays a positive, helpful attitude. Demonstrates ability to accurately facilitate referrals and appointment scheduling as well transportation needs of the patients.  Ensures medical record is complete and accurate with oversite of data entry and scanning.  Serves as the liaison for patients and communicating information for care needs. Is a key member of the care delivery team.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Greets, directs, and assists providers, visitors, patients and staff.  Initiates the intake process and orients patients to the center as appropriate.

Answers telephone using personable etiquette. Answers inquiries by providing accurate information or forwarding callers to appropriate resource.  Identifies emergent messages, directs information to the appropriate personnel. Maintains confidentiality and ensures ROIs are updated as well as appropriate information for court orders, visitation needs, and any other appointment needed.

Monitors all incoming and outgoing mail/packages.  Ensure proper searching and securing protocol is followed as well as timely delivery of mail and patient packages.

Enters and/or retrieves data from EMR such as referral needs, lab orders, UDS and random needs, patient bed board with accurate dates, updating daily client list, bed moves and availability, transport need, chart errors and billing needs etc.

Serves as a knowledgeable resource for multiple applications such as, Insync, Lab Corp, Omnia, Care cloud, Relias, Surveys and Teams. Keeps current with system/application upgrades. Maintains spreadsheets as needed.  Offers/provides assistance to others in navigating these applications.

Performs a variety of duties related to the creation of encounters and maintenance of the patient medical record in a manner which expedites patient admission, referrals, transfer of care and discharge. Scans information into the appropriate areas and ensures charts contain necessary forms. Ensures all medical records have accurate UDS orders and signed intake documents. Monitors and escalates missing items daily. Performs data entry, filing and photocopying in accordance with appropriate policies.

Collaborates with appropriate clinical/counseling personnel to resolve issues, concerns expressed by patients, medical record needs, UDS results, patient/family inquiries, etc.

Schedules tests, procedures, and other patient services. Confers with clinical care provider regarding sequencing of tests, patient activity tolerance and special needs, as appropriate.

Communicate changes in the patient’s condition and other urgent information to the Registered Nurse in a timely manner. Reports actual and potential problems concerning patients, families, staff and appropriate departments to the team members and the charge nurse/nurse manager/director.

Communicates delay/difficulties in providing services or alteration of routine. Acknowledges and responds to patient needs and communicates to the treatment team.

Is the expert in lab draws and lab ordering and acts as a mentor to other staff.

Coordinates community events, patient events and community service as needed.

Participates in patient care as needed.

Other duties as assigned.

QUALIFICATIONS/EDUCATION/EXPERIENCE:

High School Diploma or GED required.

LPN Preferred 

Medical Assistant certification preferred.

Working knowledge of inpatient setting.

At least one year of experience working in substance abuse/medical field preferred.

CPR Certified required.

Phlebotomy skills required.

OTHER MINIMUM QUALIFICATIONS:

Must be customer driven, have strong grammar, spelling and punctuation skills, knowledge of medical terminology, knowledge of office procedures and equipment, proficiency in computer data entry/keyboarding, ability to use electronic medical records and good organizational, communication, and interpersonal skills. Knowledge of Microsoft software applications preferred (Word, Excel). Ability to multi-task essential.

COVID-19 VACCINATION POLICY

All employees and providers are required to be vaccinated for COVID-19. Those who are unvaccinated must receive their first dose of a multi-dose COVID-19 vaccine series (Pfizer or Moderna vaccines) or single-dose COVID-19 vaccine (Johnson & Johnson vaccine) by January 27, 2022, and must be fully vaccinated by February 28, 2022. Those who receive their final vaccine dose but are not yet 14-days post-vaccination by February 28, 2022, will be considered compliant. However, if you are working in a hospital location that has set earlier deadlines for mandatory vaccination, you are required to comply with those deadlines. 

This requirement applies to all current and new staff regardless of clinical responsibility or patient contact, including facility employees; licensed practitioners; administrative, corporate, and billing personnel; students; trainees; volunteers; board members; and others providing services for the facility or its patients under contract or other arrangement (such as housekeeping and laboratory services).

Although FDA approved and CDC recommended, an additional (third) or “booster dose” of the COVID-19 vaccine is not currently required in order for staff to be considered “fully vaccinated.”

The CDC has emphasized that masks should still be worn in all healthcare settings. Staff, patients, residents, and visitors should continue to wear masks in all healthcare facilities, regardless of vaccination status.  The only exception is if the employee is in an office, alone, or actively eating or drinking. Employees should not congregate in break rooms and should practice social distancing when possible.

Fully vaccinated corporate office staff do not have to wear a mask. Unvaccinated corporate office staff must wear a mask at all times, even at cubicles, except when in an enclosed office, alone, or actively eating or drinking. Corporate employees should not congregate in break rooms and should practice social distancing when possible.

COVID screenings (with temperature check) remain MANDATORY for all corporate office staff and to enter any outpatient facility and the Recovery Center. The Recovery Center should screen patients over the phone before picking up for transportation to the Center, and should conduct a temperature check of the patient in-person.

Employees experiencing symptoms, regardless of vaccination status, should notify their supervisor when symptoms first start and get tested. Employees who fail to communicate a positive COVID-19 test will be subject to disciplinary action, including, up to, immediate termination.

PHYSICAL DEMANDS:

Physical demands described are representative of those that must be routinely met by and employee to successfully perform the essential duties of this position.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essentials duties.

Ability to lift minimum 25 pounds.

Ability to perform job responsibilities in a facility with multiple levels and without elevator or mechanical transportation.

Operates a computer and keyboard.

WORK ENVIRONMENT:

This job operates in an inpatient facility environment. May be exposed to infections and contagious diseases, occasional exposure to unpleasant patient interactions, Subject to many interruptions, occasionally subjected to irregular hours, Occasional pressure due to multiple calls and inquiries, may be exposed to the risk of blood-borne diseases. This role may work in an OVP Health and/or OVP Health Care location.

EEO STATEMENT

OVP Health provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics.  In addition to federal law requirements, OVP Health complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfers, leaves of absence, compensation, and training.

OVP Health expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.  Improper inference with the ability of OVP Health employees to perform their job duties may result in discipline up to and including discharge.