Clinical Administrative Coordinator at Plymouth Place · LaGrange…

Description

 JOB SUMMARY:   The Clinical Administrative Coordinator is responsible for managing and maintaining health records in Healthcare Center (HCC), Assisted Living (AL) and Memory Care (MC), ensuring compliance with federal, state, and local regulations, and supporting administrative operations within the Higher Levels of Living. This role involves coordinating resident records, scheduling, assisting residents and staff, and maintaining quality assurance in health information management.

 Learn about Plymouth Place Benefit Packet offered to all Full-Time Employees: 2026 Benefit Guide here 

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES: Employee will apply skills to ensure Person Centered Care as exhibited through our Pillars of Excellence:

 PEOPLE

 STEWARDSHIP

 SERVICE

 QUALITY

 GROWTH

 • Greet, direct, and assist staff, residents, visitors, and vendors in a professional and welcoming manner. 

• Answer phones promptly and professionally, including carrying a portable phone when away from the desk.

 • Assist residents with non-medical requests, as appropriate.

 • Schedule and maintain ancillary physician lists and resident appointments, including new and follow-up visits.

 • Prepare and organize medical packets for outside physician visits and coordinate medical records retrieval for physician review.

 • Provide consolidated billing letters in packets prepared for physician visits or procedures.

 • Ensure resident profile pictures are updated in PCC while maintaining resident dignity and privacy.

 • Prepare resident files and charts for discharges and transfers to other physicians or departments.

 • Call residents to confirm upcoming appointments, including laboratory services, and reschedule as needed.

 • Monitor and maintain the cleanliness and orderliness of common areas to ensure a professional environment.

 • Ensure compliance with federal, state, and local laws, as well as facility policies and procedures.

 • Maintain confidentiality regarding resident health records and other sensitive information. 

• Prepare health records and rooms for new admissions according to policies and procedures.

 • Maintain a permanent register of resident admissions and discharges. 

 • Conduct regular audits and scanning to ensure quality assurance standards are met.

 • Assemble contents of closed records until a full electronic record is obtained. 

• Maintain periodic statistical reports.

 • Copy and release information from health records according to policy and procedure.

 • Maintain record request logs and ensure compliance with HIPAA regulations.

 • Perform back-up medical supply functions, including inventory maintenance and ordering.

 • Secure all areas containing medical records.

 • Serve as a member of the QAPI Committee. 

• Participate in the Triple Check process. 

• Monitor compliance of physician visits and physician order signings.

 • Make copies and fax paperwork to other medical offices upon receiving official requests for records. 

• Maintains knowledge of and follows all Plymouth Place policies and procedures.

 • Maintain regular and punctual attendance at work and meetings.

 • Attends in-service and education programs. 

OTHER DUTIES: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the team member for this job. Duties, responsibilities, and activities may change at any time with or without notice.

 • During emergencies or natural disasters may be required to be on duty for the duration of the disaster.

 • Additional duties, responsibilities, and activities to be completed as assigned.  

Requirements

JOB REQUIREMENTS:

 • High school diploma or general education degree (GED) required. 

• 1-3 years of experience in health information management (HIM), medical records, or administrative healthcare roles (medical receptionist, administrative assistant or unit secretary) 

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED:

 • Proficiency with Microsoft Office Suite or related software.

 • Strong knowledge of medical terminology.

 • Experience ensuring compliance with HIPAA regulations and maintaining resident confidentiality.

 • Ability to schedule appointments, manage patient charts, and process physician orders accurately. 

• Excellent organizational skills with attention to detail and the ability to multi-task effectively. 

• Strong verbal and written communication skills to interact professionally with residents, families, and staff. 

ENVIRONMENTAL AND PHYSICAL ACTIVITY REQUIREMENTS: The physical activities of this position constantly require effective talking, hearing, sitting, walking, and standing functions. The position also often involves work where sitting, standing and walking are required. The position also often requires exerting up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly lift, carry, push, pull or otherwise move objects, including the human body. Must be able to perform activities with close visual acuity, such as reading a computer screen and reading print material. The functions of this position are conducted in a temperature-controlled environment.

 OSHA Exposure Category: Category II – Tasks may involve exposure to blood, body fluids, and tissues; may occasionally be required to perform Category I tasks. 

 INTELLECTUAL/EMOTIONAL REQUIREMENTS: The occupant of this position must be able to perform the responsibilities of the position well under pressure. The position requires adaptability to performing a variety of duties, often changing from one task to another without loss of efficiency or composure. This position requires the ability to deal with and find resolutions to problems and maintain a productive working relationship with employees and may be interrupted frequently to meet the needs and requests of others. It also requires adaptability to fluctuate between priorities daily while being responsive to needs as they arise.