Job description

GENERAL PURPOSE
The Clerical Technician 3 – Gracedale Medical position is responsible for providing clerical support to the Gracedale Medical/Registered Nurse Assessment Coordinator (RNAC) Office. Main duties involve maintaining entry/discharge census list, coordinating care plan meetings, and compiling information regarding resident payor status. Also interacts/assists with clerical duties in other departments when necessary.

SUPERVISION RECEIVED
This position reports directly to the Registered Nurse Assessment Coordinator (RNAC) Supervisor.

SUPERVISION EXERCISED
This position is not responsible for the supervision of other employees.

ESSENTIAL DUTIES OF THE POSITION
Creates the entry/discharge census list every morning and forwards to appropriate facility staff.

Obtains financial information such as payor type and days available for all hospital admissions on a daily basis.

On a daily basis, maintains up-to-date Excel spreadsheets of residents receiving Medicare Part A, Managed A, Bundled Care, Hospice Care, and those remaining in the thirty day window.

Notifies family or power of attorney via telephone of scheduled initial or significant change care plan meetings.

Conducts courtesy phone calls to family or power of attorney when a resident begins a Medicare Part A stay.

Creates and sends out copies of the weekly care plan schedules to all units and interdisciplinary team members.

Prepare and mails all Care Plan Meeting Family letters and Center for Medicare and Medicaid Services (CMS) letters via both regular and certified mail.

Faxes a list of Medicare Part A residents to Easton Hospital Lab and Easton Hospital Case Manager daily.
Updates and maintains adequate copies of CMS letters, care plan meeting letters, schedules, and worksheets utilized by the department.

Assists in copying charts and gathers necessary documentation for processing appeals.

Uploads CMS letters and Minimum Data Set related nursing documentation into NTT eDocs.

Assists in gathering information in preparation for Field Operations Reviews and DOH reviews.

Runs initial audits on all Prospective Payment System assessments to identify areas that remain incomplete and notify the appropriate RNAC for that resident.

Answers all phone calls during an RNAC’s time away from their desk, so calls may be redirected as needed.

Checks the office fax machine frequently throughout the day and distributes received faxes appropriately.

Establishes and maintains files on alphabetic, chronological, numerical or other basis; retrieves requested materials from files; signs, date-stamps or otherwise identifies and/or controls files.

Composes correspondence using Microsoft Office and Outlook, or any other necessary applications.

Processes all mailed correspondence received in the department; sorts and distributes to appropriate parties.

Orders supplies as instructed.

Covers the clerical responsibilities of other departments during scheduled vacations and sick leave usage.

_*An employee assigned to this title shall perform a majority, but may not perform all, of the duties listed in this job description. Conversely, minor level duties performed on the job may not be listed. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
_
REQUIRED MINIMUM QUALIFICATIONS

EDUCATION & EXPERIENCE - Completion of a high school, or general equivalency, diploma; AND

At least two (2) years of general clerical work experience in a medical office/facility.

OTHER REQUIREMENTS - Applicants must be fully vaccinated against COVID-19, and present valid proof of vaccinated status, in order to be eligible for hire at Gracedale Nursing Home. According to the Center for Disease Control (CDC), people are considered fully vaccinated two (2) weeks after their second dose in a 2-dose series (such as Pfizer or Moderna vaccines), or two (2) weeks after a single-dose vaccine (such as Johnson & Johnson’s Janssen vaccine).

Upon hire employee must have a drug screening and COVID-19 testing. Employees may also be periodically tested for COVID-19 as required or recommended. In addition, Gracedale Nursing Home will follow The Centers for Medicare & Medicaid Services (CMS) requirements with regard to booster(s) needed for workers in health care settings.

All employees of Gracedale Nursing Home will be required to attend Feeding Program training.

KNOWLEDGE, SKILLS, AND ABILITIES
Basic knowledge of general medical office procedures.

Knowledge of computers and computer software, including Microsoft Office applications. Ability to develop Excel spreadsheets and create formal correspondence in Microsoft Word.

Excellent communication and interpersonal skills with the ability to listen effectively, respond appropriately and maintain mutual comfort level while relating to a diverse clientele, both verbally and in writing.

Skill in gathering information from and explaining procedural and/or processing requirements to visitors, callers, clients, members of the public and representatives from other offices both within and outside of Gracedale Nursing Home.

Excellent time management, prioritization, and multitasking skills, along with the ability to maintain sufficient flexibility to respond to immediate demands.

Ability to learn to utilize the necessary software specific to Gracedale Nursing Home.

Ability to establish and maintain filing and other recordkeeping systems.

Ability to preserve confidential and sensitive information.

Ability to maintain composure and tactfully handle sensitive situations.

Ability to establish and maintain working relationships with County staff, other agencies, and the general public.

Ability to read, write, speak, understand, and communicate in English to perform the duties of this position.

Ability to add, subtract, multiply and divide in order to perform the functions of the position.

TOOLS AND EQUIPMENT
Telephone, personal computer (including Microsoft Office applications and other specialized software), calculator, adding machine, microfiche equipment, automatic sorters, collators, fax machine, copy machine, scanner, and other office equipment.

PHYSICAL DEMANDS
While performing the duties of this job, the employee is frequently required to walk, sit, talk or hear.

The employee must frequently lift and/or move up to twenty-five (25) pounds.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

The noise level in the work environment ranges from quiet to moderately noisy.

SELECTION GUIDELINES
Formal application, rating of education and experience, interview, and reference check as well as job related tests may be required.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

FLSA STATUS: FLSA NON-EXEMPT (ELIGIBLE FOR OVERTIME)
DESIGNATION: CAREER SERVICE
PAY GRADE: CS-15
UNION STATUS: NON-UNION

Updated May 2023

Job Type: Full-time

Pay: $36,020.00 - $39,336.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Education:

• High school or equivalent (Required)

Work Location: In person

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