Medical Coordinator and Office Manager - Chrysalis

Job Title: Carson Office Medical Coordinator and Office Manager
Reports To: Area Director
Date: 08/12/2024
FLSA Status: Non-exempt
                                                           
Position Summary:
Manages medications and up-dates clients’ medical information, medical appointment paperwork and manages the office.  Provides appropriate support for the medical needs of the people served by Chrysalis Provides appropriate support for individuals to help them gain greater independence by making a difference daily in applying the five Chrysalis Values: Respect, Safety, Fun, Mentoring and Accountability

Essential Duties and Responsibilities:

• Coordinate Transportation and supervision of the individuals to medical appointments
• Punctuality and regular/consistent attendance at the worksite are required and the employee must be able adhere to their workplace schedule due to the strategic nature of the position
• Stay awake, responsive, and communicate effectively to the individuals, staff and others
• Notify House Managers and teams of individual’s medical appointments
• Send Prescriptions to pharmacy and ensure all medications are available to the individuals
• Be up-to-date on the individuals medical histories
• Keep the system up to date with individuals’ medical history and information
• Set up all annual immunizations
• Record physicians’ notes
• Provide guardians and family members with up-dated information of individuals’ medical condition
• Complete necessary administrative tasks and state documentation
• Maintain strict confidentiality regarding individuals’ medical history/information
• Follow the Provider Code of Conduct according to state standards
• Other duties as assigned by the Registered Nurse
• Checking in medications from the pharmacy
• Ensure that medications are distributed to the proper locations in a timely manner
• Notify the pharmacy of any shortages and any medication changes
• Ensuring all medical appointments are scheduled based off what the Doctor recommends and the urgent needs of the individual including ensuring they have medication refills
• Manage the office
• Maintains confidentiality with paperwork handled
• Completes all filing for individuals both white files and dead filing
• Trains New Managers on Financial Folders and timesheet etiquette
• Complete payroll for the Carson program
• Remains in Front office area or assigned office to ensure all phone calls are answered and all visitors are greeted
• All mail and packages delivered to the designated office
• Refill all printers throughout day and at the end of the day
• Ensure all office necessities are present i.e. toilet paper, soap, paper towels etc.
• Receives office visitors and directs them to appropriate source
• Keeps filing room organized and clear
• Keeps record of office supplies and orders new supplies when needed
• Completes billing within one week of receiving
• Maintains organization and cleanliness of office
• Takes out garbage in main areas regularly when needed
• Ensures bathrooms are clean when needed
• Resets all training rooms back to appropriate format after events
• Keeps an eye out for all areas that need to be cleaned to ensure office looks presentable
• Other duties as assigned by the Area Director

           
Experience or Education:

• High school diploma or GED
• Previous supervisory experience
• Experience in a related field for at least 6 months
• At least 21 years of age
• Pass and maintain a passable criminal background check and LEIE per state regulations at least annually
• Should possess the ability to speak, read and write effectively in English
• Be able to drive a company vehicle
  • Keep eligible to drive under the Chrysalis Driving Requirement Policy
  • Maintain a valid driver’s license (Nevada license in Nevada)

           
Training and Certifications:

• Complete all initial and on-going training requirements within established time frames
• Complete annual CPR, First Aid, and OSHA training
• Obtain and maintain SOAR certification
• Pass Criminal History Check

Essential Knowledge, Skills, and Abilities:

• Excellent interpersonal and communication skills to deal effectively with employees and clients
• Knowledge of Microsoft Word, Excel and basic computer skills
• Demonstrate professional phone etiquette and public relations when working with employees, outside professionals, state employees, and guardians
• Demonstrate excellent organizational skills
• Ability to record and understand doctor notes
• Ability to work productively with minimal supervision

Physical demands and work environment:
The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Physical demands: While performing the duties of this job, the employee is required to sit; talk and hear; use hands to finger, feel, and handle objects; reach with arms, bend over, stoop, and/or crouch to file and/or make copies. Occasionally the employee is required to walk or stand, and lift and/or move up to 15 pounds.

 Work environment: While performing the duties of this job the employee regularly drives a motor vehicle. The employee is also exposed to an indoor environment where the temperature is usually moderate and the nose level is minimal. The employee may be exposed to various environments including, but not limited to the following: aggressive individuals, may come into contact with blood and/or salvia, and other OPIM.
           
This position description is intended to provide some guidelines for job expectation and the employee’s ability to perform the position described. This document does not represent a contract of employment and Chrysalis reserves its right to change this job description and/or assign tasks for the employee to perform, as the company may deem appropriate.

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