Inpatient Rehab Administrative Coordinator

SUMMARY:

Under the supervision of the department director and/ or assistant clinical manager (ACM), this position is responsible for overall clerical functions of the Brown University Health Rehabilitation Services. Provides training programs and functions as customer advocate in a responsive and proactive manner. These responsibilities include, but are not limited to, patient and staff scheduling and quality assurance services. Functions as the primary service coordinator and advocate for IRF services by working with all service line personnel and external equipment vendors. The position is responsible for IRF coordination for therapy services at Vanderbilt Rehabilitation Center at Newport Hospital.

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

RESPONSIBILITIES:

• Supervises, trains, and evaluates rehab aides.
• Ensures that established policies and processes are observed; provides for training as new policies/processes/technology are introduced.
• Evaluates the performance of directly assigned staff and sets performance standards for the rehab aides in conjunction with evolving department philosophies and expectations and initiates effective employee counseling while supporting the basic HR related procedures.
• Solicits input as needed from ACM or director regarding performance of the rehab aides to provide feedback during performance evaluations.
• Assists in development and updating of policies regarding rehab aide operations for the department.
• Works with the department director and ACM to establish overall quality of rehab services and the uniformity and efficiency of processes throughout the IRF and inpatient acute therapy service lines.
• Evaluates the day-to-day operational dynamics of the sections with respect to efficiency of staffing and quality of services.
• Establishes appropriate priorities to identify and resolve problems in the division and updates and advises the department director and/or ACM on how these situations are or may be addressed.
• Assists ACM and lead schedulers in managing daily work schedules for staff, assuring adequate coverage, adjusting schedules as necessary in relation to patient status, census level, discharge status, and budget constraints.
• Tracks employee attendance and documents accordingly in time-keeping systems.
• Prepares and maintains various records, including staff schedule spreadsheet, daily charge reports, productivity reports, and the like.
• Reviews and updates documents as needed.
• Regularly reviews and tracks daily and weekly therapy minutes to ensure therapy activities are within regulatory compliance and documented accurately and in timely manner; shares tracking information with IRF-PAI coordinator.
• Functions as resource person to others to clarify/resolve scheduling problems encountered by staff.
• Coordinates documentation of daily patient schedules and assures distribution to patients in a timely manner.
• Coordinates with therapy, nursing, and case management to schedule caregiver education and continuity of weekend schedule.
• Collects patient equipment information from treatment team and orders needed equipment from vendors.
• Assures vendors have adequate information for insurance coverage determination.
• Coordinates delivery of equipment to correct location(s) in a timely manner for discharge.
• Assists ACM and PPS Coordinator with special projects that are needed to improve operations or implement new initiatives.
• Participates in committee work as membership requires.
• Functions to coordinate and document all shared information between treatment teams, rehab liaisons, and providers such as admissions and discharge dates and times, team conference schedules.
• Collects information from staff to bring to daily medical rounds, attends rounds, and updates staff with pertinent information following rounds.
• Conducts employee orientation for new rehab staff members.
• May develop and/or implement in-service training programs and materials for therapy processes and rehabilitation regulatory compliance for new and incumbent staff to help assure consistency of process, consistency of service, and overall quality of therapy services.
• Provides patient treatments for therapy services as licensed.

MINIMUM QUALIFICATIONS:

BASIC KNOWLEDGE:

• Associate’s degree required, bachelor’s degree preferred, with training or experience in personal computers and large-scale information systems is preferred.
• Possesses sufficient overall knowledge of associated functions to effectively plan, direct, and evaluate work of rehab aides.
• Possesses sufficient interpersonal and communication skills to train and coach staff regarding current or new processes.
• Demonstrates sufficient organization skills to assure the sharing of pertinent information important to the progression of the patient toward a timely discharge.
• Must have sufficient analytical skills to evaluate effectiveness of workflow, make recommendations for change by collecting and analyzing management reports.

EXPERIENCE:

• Three years of experience in a related field, able to demonstrate sufficient maturity, focus, and insight that will provide a high-level leadership to employees.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

• Normal office environment, with sitting and some walking to review work and resolve problems.

INDEPENDENT ACTION:

• Performs independently within the guidelines of the department’s policies and procedures. Works with department director and/or ACM when complex problems occur, and when clarification of department policies and procedures is required.

SUPERVISORY RESPONSIBILITY:

•  None.

Pay Range:

EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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Driving Required: