Med Tech

Job Summary

Medical & Administrative Support Coordinator

Position Summary

The Medical & Administrative Support Coordinator is responsible for assisting with residents' medical appointments, coordinating appointments and transportation, maintaining office records, assisting with ISP and UAI documentation, supporting administrative duties, and working as a Registered Medication Aide (RMA) when needed. This position also includes on-call responsibilities as assigned.

Essential Duties and Responsibilities

Medical Appointments & Resident Support

• Schedule and coordinate residents' doctor, specialist, dental, therapy, and other medical appointments.
• Maintain an up-to-date appointment calendar.
• Coordinate transportation and appointment arrangements.
• Assist residents with attending appointments when assigned.
• Communicate with physicians, pharmacies, hospitals, family members, guardians, and case managers as appropriate.
• Obtain and file physician orders, appointment summaries, discharge paperwork, and other medical documentation.
• Follow up on medical appointments and ensure recommended follow-up is scheduled.

Office & Administrative Duties

• Assist with general office duties and daily administrative tasks.
• File resident records and maintain organized documentation.
• Make copies, scan documents, fax paperwork, answer phones, and assist with correspondence.
• Maintain confidentiality of resident and facility information.
• Assist with maintaining accurate resident files and records.
• Assist the Administrator and office staff with assigned projects and duties.

ISP & UAI Support

• Assist with preparing, organizing, and maintaining Individualized Service Plans (ISPs).
• Assist with scheduling ISP meetings and gathering information needed for reviews.
• Assist with UAI-related paperwork and documentation as directed.
• Maintain required documentation and ensure paperwork is filed appropriately.
• Communicate with case managers, families, guardians, and other involved parties as needed.

RMA Responsibilities

• Work as an RMA when scheduled or when coverage is needed.
• Administer medications in accordance with physician orders, facility policies, and applicable Virginia regulations.
• Complete MAR documentation accurately and timely.
• Follow medication management, storage, counting, and documentation procedures.
• Report medication concerns, changes, refusals, or errors according to facility policy.
• Assist with medication audits and other medication-related duties as assigned.
• Maintain all required RMA credentials and training.

On-Call Responsibilities

• Participate in the facility's on-call rotation as assigned.
• Remain available and responsive during assigned on-call periods.
• Respond to calls, questions, emergencies, and staffing or resident-care concerns within the scope of the position.
• Communicate with the Administrator, staff, families, healthcare providers, emergency services, or other appropriate parties when necessary.
• Ensure significant concerns are properly documented and reported to the Administrator.
• Follow all facility policies and procedures when handling on-call situations.

Resident & Facility Support

• Assist residents and staff with questions and concerns within the scope of the position.
• Provide professional and respectful communication with residents, families, and staff.
• Assist with maintaining a safe, organized, and efficient office environment.
• Follow all facility policies, procedures, and applicable regulations.
• Perform other duties as assigned by the Administrator.

Qualifications

• Current Virginia RMA certification/authorization, as applicable to the position.
• Previous experience in assisted living, healthcare, or an administrative setting preferred.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality.
• Ability to communicate professionally with residents, families, healthcare providers, and staff.
• Ability to work independently and as part of a team.
• Reliable attendance, punctuality, and availability for assigned on-call duties are required.

Position Expectations

The employee is expected to maintain professional conduct, follow facility policies and procedures, complete assigned paperwork accurately and timely, protect resident confidentiality, respond appropriately to on-call responsibilities, and communicate concerns to the Administrator or appropriate supervisor.

Pay: From $18.00 per hour

Expected hours: 36.0 – 40.0 per week

Work Location: In person