Resident Services Coordinator

The Bristal Assisted Living; Woodcliff Lake (NJ); On-site; USD 42,000 - 64,000; Full time

Job summary

The Bristal Assisted Living is seeking a Resident Services Coordinator to oversee staff scheduling, master calendar maintenance, and staffing compliance across Wellness and Reflections departments on all shifts.

In this role you will support recruitment, onboarding, and documentation, ensuring resident records are accurate and current while coordinating with the care team to address scheduling and administrative needs.

Qualifications

• Experience coordinating staff schedules and master calendars.
• Ability to manage staffing par levels and PTO approvals.
• Proficiency with medical/nursing terminology and health records.

Responsibilities

• Coordinate Wellness/Reflections shift schedules and master calendar.
• Ensure staffing requirements are met for every shift.
• Assist with recruitment and onboarding paperwork.
• Maintain and audit resident records in EHR and paper charts.
• Communicate with care teams and external providers as needed.
• Perform data entry, reporting, and documentation tasks.

Skills

Staff scheduling

Recruitment support

EHR management

Administrative coordination

Data entry

Tools

On Shift

Job description

Under moderate supervision from the Director of Wellness (DOW)/Director of Reflections (DOR), the Resident Services Coordinator (RSC) will be responsible for coordinating staff schedules, maintaining monthly master schedule, and ensuring that staffing requirements for the Wellness/Reflections Departments for every work shift are met. Utilizing specialized knowledge of medical, technical, procedural, and nursing terminology, the RSC will be responsible to perform a defined range of project/audit/administrative related functions for the Resident Services Department. This position is an integral member of the Resident Services Department team and as such may also be requested to provide support with a specified range of quality related initiatives.

Staff Scheduling/Recruitment

• Coordinates and plans staff schedules, taking staff needs into consideration.
• Coordinates all staffing requirements and scheduling of Wellness and Reflections Departments.
• Assures staffing par levels are met daily for all shifts.
• Coordinates coverage with Reflections/Wellness Directors to approve/disapprove staff requests for paid time off.
• Completes/Projects/Posts Monthly Master Schedule in On Shift in timely matter.
• Updates any/all staffing changes for all shifts daily in On Shift. (Example : Sick Calls , Early Clock In / Out).
• Patiently manages last-minute changes in scheduling.
• Assists with recruitment needs by advising Director of Administrative Services (DAS) of open positions.
• Assists with coordinating candidate interviews for Directors of Wellness/Reflections
• Participates in staffing meetings
• Assists DAS with applicant completing onboarding/submitting all mandatory new hire paperwork.
• Manages staff call-outs appropriately by following proper protocol.
• Assists DAS with any inquiries regarding payroll as they related to shift hours paid.
• Assists DOW and/or DAS with monitoring status of required in-service education for staff.

• Resident Record Oversight/Resident Support
  • Maintains Resident chart/file:
    • Files resident documents ensuring completeness of records/documents prior to filing.
    • Assists the DOW/DOR with obtaining pre-admission documentation as directed and ensures that resident chart is compiled.
• Assists DOW/DOR with maintenance of the residents’ Electronic Health Records (EHR) including but not limited to:
  • uploading pertinent documents to the EHR upon move-in and throughout the resident’s residency
  • ensuring completeness of all resident information including diagnoses, allergies, immunizations, weights, service plan, tasks.
  • runs reports as requested by DOW/DOR
  • Reviews medical evaluations and all admission forms, and interval documentation and documents, for timely completion, accuracy, and completeness as these pertain to company policy and State Department of Health requirements:
  • Ensures completion and receipt of resident annual medical evaluations
  • Refers to the DOW/DOR documentation that is incomplete, incorrect and/or coming due.
• Performs monthly chart reviews/audits (EHR/Paper charts) ensuring that various records and forms are:
  • in proper order
  • current/updated including proper staff and physician sign-off as required
• Maintains overflow (current year) and historical (prior years) resident records as per company policy and assure all needed documents specific to individual Resident’s files are appropriately filed.
• Monitors electronic record dashboard to ensure completion of:
  • all resident evaluations/service plans by DOW or designee care
  • completion of care/medication assistance tasks by care staff.
  • response to care alerts
  • presents any identified issues to DOW or designee.
• Assists with chart-to-cart audits to ensure
  • presence of all needed forms for the Medication Assistance Program where indicated and appropriate, i.e. prn capability
  • prescriptions/orders are present and reflective of current medication regimen
  • refers discrepancies to Department Head and/or appropriate staff
• Organizes charts post resident discharge following chart order guide and provides complete and organized chart to Director of Case Management.
• Assists with provider visits ensuring resident records are prepared and lists of residents to be seen available to provider

• Communication
  • Communicates with pharmacy, physician, physician offices, home health and hospice providers, hospital and skilled nursing facilities discharge planners, Resident/Resident Representatives, et al, as needed.

• Administrative Responsibilities
  • Communicates with internal and external members of the care team.
  • Analyzes recurring errors and bring to the attention of the DOW and/or Executive Director if necessary.
  • Identifies frequent errors occurring by a single person.
  • Performs various data entry and information retrieval tasks using computerized systems.
  • Types/word processes and proof correspondence, reports, forms, manuals, records, and other materials from taped, handwritten, or typed copy.
  • Create spreadsheets, compose correspondence, manage databases, and create reports and documents via desktop publishing.
  • Photocopies and collates various materials as these pertain to scope of responsibilities.
  • Performs key office reception functions, answering phones and greeting Residents and others in person; screen calls and visitors to determine nature of request or problem; refer to appropriate staff member(s) and take messages.
  • Performs other duties as assigned by Director of Wellness, Director of Reflections, and Executive Director (ED) or ED designee.