Resident Records & Transportation Coordinator

Alcomy records and documentation (approximately 65% of time)
•    Resident records. Enter and maintain resident profiles in Alcomy from admission and reappraisal paperwork, including demographics, responsible parties, physicians, pharmacy and care-plan information; keep records current as changes occur.
•    Templates and required tasks. Build and maintain Alcomy templates, forms and recurring task schedules for care, dietary, maintenance and housekeeping, consistent across both communities and approved by the Executive Director.
•    Daily documentation audit. Each morning, review the prior day’s care logs and eMAR records for missing, late or incomplete entries; report exceptions to the Executive Director and Lead Med Tech the same day and track them to completion.
•    Medication records. Reconcile pharmacy medication orders received in Alcomy against physician orders on file and flag discrepancies to the Lead Med Tech or Executive Director. Any manual entry or change to a medication order requires their verification before it is activated.
•    Incident reports. Enter incident information into Alcomy from the involved staff member’s written account, route it to the Executive Director for review, and track internal and licensing notification deadlines. The Executive Director remains responsible for required reports to Community Care Licensing.
•    Department logs. Enter completed dietary, maintenance and housekeeping logs submitted by department staff; flag overdue tasks to the Executive Director and Maintenance.
•    Reports and readiness. Run weekly task-completion and documentation reports for the Executive Directors and Senior Executive Director; keep records organized for licensing inspections.
•    Staff support. Train and coach staff on Alcomy; serve as first-line contact for Alcomy questions and coordinate with the vendor on technical issues.
Appointment and telehealth coordination (approximately 25%)
•    Maintain the medical appointment calendar for residents of both communities in Alcomy.
•    Schedule appointments and arrange transportation through family, non-emergency medical transport or the designated facility driver.
•    Prepare appointment packets with the Lead Med Tech; record appointment outcomes in Alcomy and route any new or changed orders to the Lead Med Tech the same day.
•    Schedule, set up and attend telehealth visits with residents; document visit outcomes.
Transportation (back-up only, approximately 10%)
•    When assigned by the Executive Director, transport residents to appointments, events and outings in place of the designated driver.
•    Drive only after completing training on facility vans, wheelchair lifts, wheelchair securement and other assistive devices, and after driving-record approval.
•    When assigned to drive, complete the pre-trip vehicle checklist and report any vehicle safety, fuel or maintenance concern to Maintenance before departure.
•    Seek assistance from the Assistant Executive Director or Executive Director when a resident’s needs require a second person.
General
•    Keep all resident information confidential and access it only as needed for assigned duties.
•    Travel between the two communities as scheduled.
•    Other duties as assigned within the scope of this position.
Candidate requirements
•    Strong communication and organization skills.
•    High accuracy in data entry and record-keeping; comfortable learning new software (Alcomy or eMAR experience preferred; training provided).
•    Working knowledge of MS Office and email; clear written communication.
•    Ability to maintain strict confidentiality of resident information.
•    CDSS criminal record clearance or exemption associated with each facility before resident contact; health screening and TB test as required for RCFE staff.
•    Completion of RCFE staff training applicable to assigned duties.
•    For driving duties only: valid California driver’s license, a driving record acceptable to the company’s insurer, and enrollment in the DMV Employer Pull Notice program.
Physical requirements
Primarily seated computer work, with walking within and between the communities. When assigned to transport, assisting residents with boarding, operating a wheelchair lift and securing wheelchairs. Reasonable accommodation will be considered for qualified individuals with disabilities.
Employment terms
•    Full-time, non-exempt, Monday through Friday. Meal and rest periods per California law and the Employee Manual; a meal period may not be skipped or shortened to complete a transport or appointment, so notify the supervisor so coverage can be arranged.
•    Travel between communities during the workday is paid work time; approved personal-vehicle use is reimbursed at the IRS mileage rate.
•    Wage per offer or reassignment letter; employer of record and cost allocation between Amador Residential Care, Inc. and Amador Residential Partners, Inc. per that letter.
•    Probation, benefits, vacation and sick leave per the AssistCare Employee Manual.
Responsibilities
Alcomy records and documentation (approximately 65% of time)
•    Resident records. Enter and maintain resident profiles in Alcomy from admission and reappraisal paperwork, including demographics, responsible parties, physicians, pharmacy and care-plan information; keep records current as changes occur.
•    Templates and required tasks. Build and maintain Alcomy templates, forms and recurring task schedules for care, dietary, maintenance and housekeeping, consistent across both communities and approved by the Executive Director.
•    Daily documentation audit. Each morning, review the prior day’s care logs and eMAR records for missing, late or incomplete entries; report exceptions to the Executive Director and Lead Med Tech the same day and track them to completion.
•    Medication records. Reconcile pharmacy medication orders received in Alcomy against physician orders on file and flag discrepancies to the Lead Med Tech or Executive Director. Any manual entry or change to a medication order requires their verification before it is activated.
•    Incident reports. Enter incident information into Alcomy from the involved staff member’s written account, route it to the Executive Director for review, and track internal and licensing notification deadlines. The Executive Director remains responsible for required reports to Community Care Licensing.
•    Department logs. Enter completed dietary, maintenance and housekeeping logs submitted by department staff; flag overdue tasks to the Executive Director and Maintenance.
•    Reports and readiness. Run weekly task-completion and documentation reports for the Executive Directors and Senior Executive Director; keep records organized for licensing inspections.
•    Staff support. Train and coach staff on Alcomy; serve as first-line contact for Alcomy questions and coordinate with the vendor on technical issues.
Appointment and telehealth coordination (approximately 25%)
•    Maintain the medical appointment calendar for residents of both communities in Alcomy.
•    Schedule appointments and arrange transportation through family, non-emergency medical transport or the designated facility driver.
•    Prepare appointment packets with the Lead Med Tech; record appointment outcomes in Alcomy and route any new or changed orders to the Lead Med Tech the same day.
•    Schedule, set up and attend telehealth visits with residents; document visit outcomes.
Transportation (back-up only, approximately 10%)
•    When assigned by the Executive Director, transport residents to appointments, events and outings in place of the designated driver.
•    Drive only after completing training on facility vans, wheelchair lifts, wheelchair securement and other assistive devices, and after driving-record approval.
•    When assigned to drive, complete the pre-trip vehicle checklist and report any vehicle safety, fuel or maintenance concern to Maintenance before departure.
•    Seek assistance from the Assistant Executive Director or Executive Director when a resident’s needs require a second person.
General
•    Keep all resident information confidential and access it only as needed for assigned duties.
•    Travel between the two communities as scheduled.
•    Other duties as assigned within the scope of this position.
Candidate requirements
•    Strong communication and organization skills.
•    High accuracy in data entry and record-keeping; comfortable learning new software (Alcomy or eMAR experience preferred; training provided).
•    Working knowledge of MS Office and email; clear written communication.
•    Ability to maintain strict confidentiality of resident information.
•    CDSS criminal record clearance or exemption associated with each facility before resident contact; health screening and TB test as required for RCFE staff.
•    Completion of RCFE staff training applicable to assigned duties.
•    For driving duties only: valid California driver’s license, a driving record acceptable to the company’s insurer, and enrollment in the DMV Employer Pull Notice program.
Physical requirements
Primarily seated computer work, with walking within and between the communities. When assigned to transport, assisting residents with boarding, operating a wheelchair lift and securing wheelchairs. Reasonable accommodation will be considered for qualified individuals with disabilities.
Employment terms
•    Full-time, non-exempt, Monday through Friday. Meal and rest periods per California law and the Employee Manual; a meal period may not be skipped or shortened to complete a transport or appointment, so notify the supervisor so coverage can be arranged.
•    Travel between communities during the workday is paid work time; approved personal-vehicle use is reimbursed at the IRS mileage rate.
•    Wage per offer or reassignment letter; employer of record and cost allocation between Amador Residential Care, Inc. and Amador Residential Partners, Inc. per that letter.
•    Probation, benefits, vacation and sick leave per the AssistCare Employee Manual.