Medical Coordinator & File Clerk

Duties as follows:

• Electronic MAR Check
• MC to check electronic MAR every morning
• MC to notify house manager of incomplete charting
• Check nursing email and disseminate to the appropriate nurse

o LVN, RN, Both

• Medical Records filing
• File all medical records which includes making sure updated IPs, IPCs, and Consents are duplicated and filed in the primary chart.
• Scheduling physician visits for Group Home Clients
• This includes assisting the group home clients to and from their appointments
• Contacting the nurse when the doctor is in the room so the nurse can communicate with the physician (this is to be done at the request of the nurse per the individual’s needs and if the nurse has a need to discuss a concern with the physician directly)
• Host Home Appointments
• Keeping track of HH (Host Home) appointments and following up to ensure the appointment was completed and request visit note with updated physician orders (Faxing requests and calling)
• If diagnostic testing was ordered; MRI’s, labs, ECHO’s, etc.
• Follow up to ensure performed
• Follow up to request results
• Reporting to the RN of missed appointments
• Reporting to the RN if having difficulty with getting the visit note from the provider and/or physician office
• Scheduling CNA assessments
• RN will notify MC of needed CNAs to schedule and availability
• MC to communicate scheduled CNAs with RN in a confirmation email to include both the RN and the Provider.
• If the meeting is being held via Webex or Doxylink, MC will include this link in the confirmation email.
• Medication Administration Records (MAR) for HH
• Verify with RN all medications have been updated
• Print at the end of each month and mail home
• Signatures
• Acquiring signatures from clients and providers
• Once signatures have been acquired, MC to replace signed copy with original in the chart
• DocuSign can be used to acquire the majority of HH signatures
• For those individuals who are not tech savvy, documents to be mailed; MC will need to follow up with provider to ensure received and documents are on track to be returned.
• Billing
• MC to receive RN billing from Data Specialist to file
• MC will pair billing note with its supporting medical documentation.
• Note: Medical documentation is not completed until all required signatures have been acquired
• If there is a note that does not have the supporting documentation, MC will
• notify the nurse so the documentation can be located
• Note: there are some notes that will not have supported documentation such as triage calls, chart reviews, contact with providers notes, etc.
• Group home medications
• Nurses will acquire all medications, complete reconciliations, complete MAR update electronically, print MAR update for emergency paper MAR for the group home, and make ready for delivery
• MC will deliver medication(s) to the group homes
• Monthly medications will be distributed on the last working day of the Month. Ex if the end of the month falls on at Saturday or Sunday, the MC will deliver the medications Friday
• MC will follow up on the next working day to collect the medications from the previous month, emergency MARs, and any other medical documentation from the previous month
• Internal tracking tools
• Some of our clients have turning logs, nutrition logs, BM logs, menstrual logs, etc.
• These logs are to be turned in either weekly or monthly
• Logs are to be collected and filed in their assigned places
• Incomplete logs
• Notify Program Manager/House Manager of incomplete logs to arrange staff to come in and complete logs
• File Clerk

o Creates and/or maintains filing system for company information including but not limited to staff files, client files, and etc.

o Files company information and ensuring that AQCS has all notes for Residential and Host Care Providers and that they are done correctly.

o Files historical and primary/medical client chart information as needed.

o Creates and copies documents as requested.

o Assists in maintaining updated employee files by checking driving records, auto insurance, State/Federal OIG checks, Nurse Aid Registry, Employee Misconduct Registry. Assist with maintaining the agency employee spreadsheet. If needed processing pre-hire paper work, and references for all potential employees prior to their hire date.

o Faxing behavior data, such as client incident reports to the Behavior Support Specialist monthly.

o Printing Residential and Host Care Providers notes off the focus system and checking for errors. And ensuring the needed corrects are made the notes are filed.

o Prepare foster care, residential books, and primary/medical charts for the program coordinator when requested.

o Assists Financial Manager as needed to include but not limited to Creating, coping, reconciling and maintaining financial files.

o Assist the Office Manager, Program Manager, and Program Coordinator when needed with paperwork.

o Assist the HR Specialist, when needed with retrieving and maintaining employee personnel files.

o Assist the HR Specialist, when needed with scheduling Relias trainings for current & new hire also including recertification.

o Assist the HR Specialist with collecting and updating Employee/Contractor/Host Home Client documentation.

o Assist the HR Specialist, when needed with tracking, updating and scheduling employees for mandatory CPR/PIAB training.

• Other duties as assigned.

Requirements:

· Valid: current driver’s license with current auto insurance

· Great attitude, communication skills & team player

· Computer skills: Intermediate Microsoft, Excel & DocuSign

· Focused tracking system is a plus

· Faxing, coping, printing & scanning

· English comprehension (reading, writing & basic math)

· Time management, follow up & accurate scheduling

Job Type: Full-time

Pay: $13.00 - $16.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Relocate:

• Houston, TX 77060: Relocate before starting work (Required)

Work Location: In person