Operations Coordinator

Overview

About Us:

A tech-enabled, multi-service healthcare organization, EmpowerMe Wellness is on a mission to

improve the lives of seniors. We enrich senior living communities nationwide through our fully

integrated on-site therapy, pharmacy services, primary care, and more at senior living communities nationwide. With a team of more than 3,000 clinicians and professionals, we focus on improving wellness and driving positive outcomes from a place of deep compassion and expertise.

Responsibilities

Position Summary:

As the Operations Coordinator, you will work closely with the Area Director of Operations and be responsible for providing administrative oversight in communities to assist in servicing teams by optimizing therapists schedules, supporting intakes, and supporting in the completion of 360 touch points to ensure consistent and comprehensive interaction with residents, families, and staff. The ideal candidate will be highly organized, detail-oriented, and adept at multitasking to support the overall operational effectiveness and quality of care within the community.

Operations Coordinator essential duties include the following:

Intake Process

• Support clinic directions to drive completion of intake process for new residents, including gathering necessary documentation, information and obtaining consent from resident or Power of Attorney (POA)
• Submits orders to physicians including faxing/emailing orders to Primary Care Provider if therapy is indicated on screening
• Ensure completion of evaluations occurs
• Assists with obtaining undersigned therapy documents from physicians

Scheduling and Team Member Support

• Review under hours reports and support Clinic Directors to coordinate therapists' weekly schedules to optimize efficiency
• Support new team members on Day 1 to help get equipment set up, logged into courses/training classes, etc.

Identifying therapy Needs

• Assist in identifying therapy needs and 360 participation (via falls reports, new move-ins, screening tracker, DC from therapy, etc.). Communicate needs to Clinic Director and/or ADO to begin screening
• Weekly on-site presence in communities to build relationships with team members, residents, and community partners. Essential for intakes, identifying therapy needs, and coordinating schedules

Reporting

• Review operational reports and act on closing gaps
• Send Weekly therapy and 360 census spreadsheet to Executive Director, Director of Wellness, Clinic Director and ADO
• Follow-up with therapist weekly to ensure completion of documents due outlined in the documentation due dates report
• Follow-up on outstanding items outlined in the Missing Documents Report and send to the records management team
• Send individual therapist weekly to ensure timely closeouts by reviewing Labor Log Report and Weekly Closeout (via Hotlist)

Clinic Director Coverage

• Serve as an interim clinic director to cover for PTO or openings by attending standup meetings, tours of community, and explaining EmpowerMe services to current/prospective residents

Misc and General Administrative Support

• Other tasks as identified such as, but not limited to: coordinating with ADO to order supplies as requested, and assisting in completion of Agency required tasks
• Complies with HIPPA and PHI guidelines and always protects confidentiality
• Communicates professionally and clearly and maintains a good working relationship with physicians, care staff, and interdisciplinary teams, as well as demonstrates flexibility to ensure patient/community needs are being met

Operations Coordinator Qualifications, Education and Experience:

• Certification in healthcare, business administration, or related field. Two years of relevant experience in a senior living setting preferred
• Proven experience in administrative and operational roles, including managing schedules, handling correspondence, and maintaining records
• Experience in a customer-facing role, with a focus on providing exceptional service to residents and their families
• Solid understanding of Wellness offerings, Physical, Occupational, and Speech Therapy for seniors, as well as a general knowledge of laws and restrictions regarding Assisted Living, Independent Living, and Memory Care preferred
• Exceptional communication and interpersonal skills are required, along with the heart and passion for working with older adults while providing the best care possible.
• Ability to work well with others and take direction from management
• Passion for achieving results through self-motivation, initiative, and proactive orientation with a sense of professional curiosity, desire to learn new things, and to find/recommend solutions to problems
• Sense of professional curiosity, desire to learn new things, and to find/recommend solutions to problems
• Must have the ability to remain calm in stressful situations, be flexible, work well with many interruptions, and have exceptional multi-tasking skills
• Respect for the principles of patient/resident rights and confidentiality

Computer Skills:

Proficiency in Internet browsers (e.g., Explorer, Chrome, Fire Fox), as well as advanced knowledge of Microsoft Office programs: Outlook, Excel, and Word applications.

Work Environment & Physical Demands:

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. An individual should possess the physical ability to lift/move 20lbs, maintain a stationary position, move freely, operate equipment, ascend/descend freely, position self to reach equipment above or below average standing height, and communicate with employees throughout the organization. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; sit; stoop; walk; use hands and fingers to handle or feel; and reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

This employer is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the employer will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.