Admin/Records Coordinator

Position Summary: The Administrative and Records Coordinator provides administrative support to the department and maintains accurate resident records in accordance with state and federal regulations and ASC’s Best Practices.  

Areas of Responsibility:                       

1. Administrative and Clerical Duties.

1. Performs a variety of tasks to support the ICF Manager and the department, including but not limited to:
   1. Creating and editing reports and forms (e.g., IR Notes, skill maintenance check-off sheets, Daily Assignment Sheets, etc.) as necessary;
   2. Reviewing incident reports for accuracy and researching areas in question; providing feedback and follow-up incident reporting training to supervisors and staff as necessary;
   3. Completing IR Notes as needed/requested;
   4. Assisting Recreation Specialist in preparing monthly reports and forwarding reports to appropriate ICF manager and Director Behavior Services.
2. Facilitates/coordinates the transition of residents to another house/facility; participates in the intake of new residents.
3. Provides administrative and clerical support to the Nursing Department, including but not limited to:
   1. Typing/revising professional reports upon request;
   2. Making copies, sending faxes and distributing professional reports and assessments;
   3. Assisting with the development and/or revisions of departmental forms;
   4. Assisting with revisions to departmental policies and procedures and Best Practices;
   5. Assisting with the retrieval, filing and storage of medical and nursing records upon request;
   6. Assisting with obtaining required Physician signature on monthly Physician orders;
   7. Assisting with obtaining guardian signatures on annual Psychotropic Informed Choice renewal forms. 
4. Provides administrative and clerical support to the Behavior Department, including but not limited to:
   1. Assisting with filing, retrieval and storage of behavior records;
   2. Making copies, sending faxes and distributing reports;
   3. Assisting with tabulation of Behavior reports.
   4. Typing/revising reports upon request.
5. Attends various meetings; takes minutes as requested; informs supervisors of decisions and policy changes and reports outcomes as appropriate.  

1. Records Management.

1. Appropriately maintains IR, Program Books, Log Book and other records for ICFs.  
2. Completes filing, purging and dead filing (e.g., records, log book sheets, time records, etc.) for all three (3) houses in a timely manner.
3. Makes copies of Data Sheets, Log Book Sheets and all other necessary documents for all three (3) houses in a timely manner.

1. Quality Assurance.

1. Monitors the delivery of programs to ensure they are in compliance with state and federal regulations, including but not limited to:

1. Reviewing programs, services, assessments, IPs, activity guides and implementation of plans for quality control purposes;
2. Participating in Case Record Reviews and Program Quality Review meetings;
3. Monitoring individual training sessions;
4. Ensuring individuals receive gross motor skill activities regularly;
5. Mentoring staff to ensure that the residents receive quality services;

1. Ensures facilities are properly maintained (e.g., housekeeping, sanitation, etc.) in compliance with ASC policies and state and federal regulations.
2. Reports commendations, problems, unusual incidents and concerns of non-compliance to the respective House Manager and the ICF Manager in writing.
3. Ensures critical information (e.g., new or changing policies, procedures, etc.) is communicated to all employees in a timely manner. 
4. Participates in internal, state and federal audits and surveys, including but not limited to:
   1. Representing ASC during audits and surveys; providing assistance to the auditors as necessary;
   2. Participating in the design and implementation of internal audit activities;
   3. Coordinating in-house staff, individual/guardian/family participation in the survey process; and
   4. Participating in the timely creation of plans of correction and ensuring corrective actions are implemented; providing reports to the ICF Manager.
   5. Reviewing IRMPs, Daily Care summaries, Resident Profiles and updating as appropriate on a monthly basis.

1. High School diploma or equivalent.
2. Previous experience providing direct care to individuals with intellectual and developmental disabilities (IDD).
3. Three years of experience in an administrative role. 
4. Good writing skills.
5. Good administrative, clerical and organizational skills
6. Computer literate (Microsoft Office).
7. Must maintain current knowledge of policies and procedures, regulations, etc.

1. 1. Able to lift 50 lbs. in a safe and appropriate manner utilizing standard orientation techniques.
   2. May be exposed to short, intermittent, and/or prolonged periods of sitting, standing and/or squatting in performance of job duties.
   3. Must be able to hear, see, and communicate effectively in writing, using the English language, with or without reasonable accommodation. 
   4. Ability to work cooperatively with all levels of staff, exercising effective problem-solving, reasoning, and critical thinking skills.
   5. May be required to accomplish job duties using various types of equipment / supplies to include, but not limited to, pens, pencils, calculators, computer keyboards, telephone, etc.