The Center Operations Coordinator is an enthusiastic, career-minded individual with a strong work ethic and a commitment to teamwork. This position will play an integral role in the customer and organizational strength of the company. The Center Operations Coordinator will provide administrative support, working very closely with the Center Administrator and Director of Nursing, and will perform clerical duties, including filing, answering phones, responding to emails, and preparing documents. The Center Operations Coordinator will also provide the timely assistance necessary to maintain Advance Care Pediatric compliance with all state regulations. Qualifications include impeccable verbal and written communication skills, a strong ability to multitask with minimal supervision, and a professional demeanor.
Responsibilities:
- Maintains all personnel files. Maintaining current and terminated employee files for BSC and state audits.
- Responsible for employee onboarding.
- Communicate with parents/guardians to obtain information and medical records.
- Assist with directing in-office phone traffic and reporting essential patient information to the correct source.
- Navigate the Medicaid portal to obtain insurance eligibility monthly and obtain authorization for each PPEC patient for new certification and recertification.
- Knowledgeable with Medicaid billing. ICD and CPT Codes. Tracks all authorizations for accurate Medicaid billing. Submits all PPEC patient visits into the ERSP system for weekly billing.
- Maintains all visits and patient information for state audits.
- Assist with Accounts Receivable and Accounts Payable; Set up and track contracts for PPEC as requested by supervisors.
- Tracking and compiling QA data (fire safety operations, fire drills, generator, fire extinguishers) ensures all is up to date for city and state audits.
- Participates in quarterly Quality assurance meetings.
- Assists with incident reports and complaint reports. (Employee and patient)
- Submits all credit card receipts and detailed reports to the finance department monthly.
- Ensures all timecards are corrected, PTO requests are accounted for and approved by the supervisor, and reports any /all discrepancies.
- Liaison between BSC Human Resources and PPEC regarding concerns, complaints, PTO, Insurance, etc.
- Maintain knowledge of emergency procedures and assist in emergencies, inclement weather, medical emergencies, and facility emergencies.
- Set up transportation for all patients as needed; tracks all standing orders and ensures patients maintain active transportation status. Assist with the transfer of transportation companies.
- Ensures all annual and center inspections are up to date and tracked for audits.
- Food Service Manager certified; maintains kitchen operations such as groceries and menus, and guides kitchen staff. Reports all necessary information to the supervisor. Follows Florida health department guidelines for sanitation certification and reports all violations to the supervisor.
- Assists with new hire orientation; assign appropriate paperwork for clinical testing, background screenings, drug testing, and facility access. Paycom onboarding and uploading all employee documentation to the system, inform the supervisor of 90-day and annual reviews.
- Ordering of all medical and center supplies as requested.
- Communicates with outside sources such as different vendors and nonprofit organizations to assist with supplies for the center and/or networking for marketing events.
- Taking new referral information for the Administrator and DON and setting up referral appointments for walk-through.
- Communicates with insurance case managers regarding patient attendance and PPEC care.
- Performs CNA duties as needed throughout the day at the center, loading/unloading buses, and assisting with the children's care center needs.
- PPEC center activity coordinator for holidays and events.Â
- Assists with other tasks as needed by PPEC.
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