Clinical Assessment Coordinator

Polaris Healthcare; City of Middletown (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Polaris Healthcare seeks a Clinical Assessment Coordinator to support nursing assessment activities across assisted living facilities. You will coordinate calendars, secure coverage with per diem staff, and ensure timely completion of DOH-compliant assessments under the Nursing Utilization team.

Responsibilities include data gathering, report generation, and collaboration with clinical staff. Strong Excel/Google Sheets skills and communication abilities are essential for success in this role.

Qualifications

• High School diploma or GED required; Associate or Bachelor’s Degree preferred.
• Prior experience in a healthcare setting strongly preferred.
• Prior familiarity with Assisted Living Facilities preferred.
• Strong working knowledge of Microsoft Office Suite and Google Docs with emphasis on advanced Excel/Google Sheets.
• Excellent written and interpersonal communication skills; ability to interact professionally with all levels of staff.

Responsibilities

• Schedule, coordinate, and track nursing assessments and calendars.
• Support therapy program coordination and related logistics.
• Assist with Clinical Chart Audits and quarterly summaries.
• Communicate with Payroll, Billing, and leadership team on assessment matters.
• Provide general administrative support to the Clinical Leadership team and maintain weekly reports.

Skills

Interpersonal communication

Multitasking

Administrative coordination

Data gathering & reporting

Spreadsheet proficiency

Education

High School diploma or GED

Associate or Bachelor’s Degree preferred

Tools

Microsoft Office Suite

Google Docs

Google Sheets

Slack

Whatsapp

Job description

CLINICAL ASSESSMENT COORDINATOR

REPORTS TO: Supervisor of Nursing Utilization/DON

JOB SUMMARY

Under the direct supervision of the Supervisor of Nursing Utilization, the Clinical Administrative Assistant aids with the day-to-day logistical, clerical, and administrative functions of the organization’s clinical department. The employee holding the position is responsible for providing administrative support to the Clinical Leadership team, with a main focus on ensuring timely completion of nursing assessments within the organization’s assisted living facilities in compliance with DOH regulations. The role requires data gathering, processing, and analysis, including report generation on various platforms, and extensive use of spreadsheets.

DUTIES AND RESPONSIBILITIES

• Nursing Assessment scheduling, coordination, and tracking
  • Prepares, maintains, and updates Lead Nurse and Regional Assessment Nurse monthly/weekly assessments calendars
  • Schedules recertification, admission, RUG score change, and PRI assessments on a continuous basis
  • Works with Supervisor of Nursing Utilization to secure assessment coverage by Per Diem Nurses as needed, as well as coverage for other nursing tasks as directed by Clinical Leadership team members
  • Works closely with clinicians in all facilities to ensure timely completion of assessments
  • Assigns/schedules emerging assessments, and reassigns/reschedules assessments as necessary
  • Follows up with nursing staff as needed
  • Maintains and updates assessment trackers on a daily basis
• Therapy Program Coordination Support (in conjunction with Supervisor of Nursing Utilization)
  • Participates in weekly therapy program coordination calls
  • Determines necessity for RUG score change nursing assessments
  • Maintains and updates shared therapy coordination sheets
  • Communicates with therapy agency coordinators and/or therapists continuously via email, phone and on alternative platforms (e.g. Slack, Whatsapp) regarding therapy program logistics
  • Obtains and provides therapy minutes to nursing staff as needed
• Clinical Chart Audit Support (in conjunction with Supervisor of Nursing Utilization)
  • Compiles Clinical Chart Audit assignments in the organization’s facilities on a quarterly basis
  • Assigns and schedules Clinical Chart Audits with nursing staff; coordinates access with auditing nurses and Lead Nurses/administrators at facilities
  • Ensures timely completion of audits and submission of audit results
  • Prepares audit results summaries
• Interdepartmental Communication
  • Notifies Payroll of all FFS (Fee for Service) assessments and other tasks completed by Per Diem and fulltime nursing staff on a weekly basis, and requests payment disbursement
  • Communicates with Billing regarding various assessment matters; provides clarification and/or documentation as requested
  • Monitors Clinical Leadership group emails and responds to inquiries or redirects to appropriate team members as necessary
• Administrative support to members of the Clinical Leadership team
  • Provides general administrative support on occasion, including but not limited to scheduling meetings, creating agendas, and taking meeting minutes
  • Handles clinical staff reporting
  • Collects, reviews, organizes, and uploads weekly nursing reports to server
  • Maintains Regional Assessment Nurse Productivity Tracker
  • Communicates directly with clinicians regarding any report inconsistencies
  • Provides summarized information to specified members of leadership as requested
  • Creates, formats, and updates clinical department forms as assigned
  • Provides general and facility specific forms to nursing staff
  • Creates and maintains spreadsheets in Excel and Google Docs as needed
• Other tasks
  • Performs other administrative tasks and assists with projects as assigned

QUALIFICATIONS

• High School diploma or GED required; Associate or Bachelor’s Degree preferred
• Prior experience in a healthcare setting strongly preferred
• Prior experience or familiarity with Assisted Living Facilities preferred
• Strong working knowledge of Microsoft Office Suite and Google Docs with emphasis on advanced Excel/Google Sheets skills
• Excellent written communication skills, interpersonal skills, and ability to interact professionally with all levels of staff within the organization required.
• Strong work ethic, ability to perform independently and multitask in a fast-paced environment, highly developed organizational skills, and attention to detail are key competencies for success in the role.