Coord Admin Svcs-HC

Administrative Services Coordinator 

Full Time, 80 Hours Per Pay Period, Day Shift

Monday-Friday, Located in Knoxville 

Covenant HomeCare is East Tennessee’s largest non-profit homecare and hospice provider.  Since 1978, we have provided quality home healthcare to allow patients to live with comfort, dignity, and independence.  We care for more than 6,300 patients in our HomeCare and Hospice program every year. Covenant HomeCare is a proud member of Covenant Health, our region’s top-performing healthcare network.

Position Summary:

The Coordinator Administrative Services is responsible for coordination of clinical resource issues, the payroll/scheduling system, unit/department budgetary preparations with ongoing financial analysis of operations, and performance metric reporting, as outlined below.  Assigned to the key functions or service lines of a director in patient care and/or clinical support services.  The Coordinator of Administrative Services is cross-trained on all non-clinical positions in the office to assist in the roles as needed.  The Coordinator of Administrative Services reports to the Clinical Manager. Primary responsibilities include timekeeping for approximately 200 employees. Clerical support for clinical teams.

Recruiter: Bradley Sparks || bsparks2@covhlth.com || 865-374-5382

Human Resources Duties

• Processes PARs (including generation and electronic storage of Hiring, Reclassification, and Termination PARs, and Auths to Hire).
• Maintains an up-to-date, comprehensive employee database to include: employee compensation and status, total budgeted positions vs. filled positions, and total vacancies and vacancy rates and/or maintain a working human resource file for each employee within each designated area, in compliance with all federal, state, local, and CHAP standards.
• Coordinates payroll processing using the KRONOS system. Performs edits as needed and prepares payroll for final approval by manager.
• Generates and analyzes reports in both KRONOS Timekeeper and Scheduler identifying variances or trends that must be brought to the attention of the manager or director for intervention and resolution.
• Leads/coordinates the daily work activities of the scheduling staff including making work assignments, monitoring attendance and work performance, etc.
• Process visit time change requests.
• Run and address all payroll preparation reports.
• Make necessary changes to mileage using the agency correction/modification protocol.
• Process Payroll Transmittal reports according to the Payroll Procedure.
• Submit to corporate payroll clerk by established timelines assuring that all visit times are accurate and reasonable prior to posting payroll.

Finance Duties

• Collaborates with the leadership team in the development of the annual capital budget.
• Processes capital and minor equipment requests for designated areas. Maintains a database of all approved capital expenditures year-to-date.
• Assists in development of annual operating budgets.
• Performs ongoing financial analysis of monthly operating budgets.
• Develops staffing and productivity matrices.
• Assists with delayed claims and late charges as assigned.
• Contract maintenance in applicable corporate system(s).
• Ensure OASIS/HIS are completed timely and accurately and transmitted each Monday by 4 pm to CMS.
• Receive OASIS/HIS validation files, correct errors on Roster Report and route to Clinical Managers for review and submission of QI data on the 4th of each month.
• Deliver validation reports to medical records specialists for completion entry in HomeCare HomeBase.

Project Management

• Plans and executes events/meetings as needed.
• Supports, facilitates, or leads quality/financial initiative projects as assigned by management.
• Conducts research to identify “best practices” on given topics to support initiatives.
• Prepares executive summaries or presentations for review and/or education.
• Serves as a facilitator/recorder to designated quality teams and/or administrative meetings.
• Designs and implements educational plans as assigned.

Miscellaneous

• Assist in annual strategic planning and goal setting for designated areas and the organization.
• Maintains scorecards for corresponding director, manager, and/or designated areas.
• Facilitates administration/employee communication, interactions, and follow-up, as well as, serving as a liaison between other Coordinators, Managers, et al responsible for coordinated patient care movement along the continuum of care.
  
  • Individual and ongoing contract management for patients in hospice and home health.
  • Scribe for hospice IDG meetings
  • Timely completion of HomeCare HomeBase workflow tasks as assigned.
• Orders supplies and forms as needed.
• Demonstrates proficiency in the application and operation of Microsoft Office (Word, Excel, PowerPoint, Outlook, and Access), KRONOS, EPSI, VISIO, SharePoint, and PRCEasyView.
• Serves as a technical resource at appropriate times.
• Other projects as assigned by corresponding Director or manager.

Minimum Education:          

None specified; will accept any combination of formal education and/or prior work experience sufficient to demonstrate possession of the knowledge, skill and ability needed to perform the essential tasks of the job, typically such as would be equivalent to a Bachelor’s degree. Preference may be given to individuals possessing a Bachelor’s degree in a directly-related field from an accredited college or university.

Minimum Experience:         

Health care administrative/clerical experience is preferred. Excellent written and oral communication skills needed to communicate directly and effectively with others.  Strong analytical skills and experience with word and excel programs are a necessity. 

Licensure Requirement:      

None