OFFICE COORDINATOR -Transitional Care

Performs duties as assigned to CMA responsibilities, communication, and receptionist, secretarial and operational duties. Accurately performs and documents assigned duties under the direction and supervision of the physician in accordance with the medical model of care as provided by the State of Virginia and Augusta Health Policy Scope of Practice.

Assists provider with the assessment and clinical necessities in preparation of Transitional Care visits in Assisted Living/Skilled Facility.

Access to operational components of a practice includes access to physician’s office, medical supplies and locked closets.

Physical travel with personal vehicle between Assisted Living Facilities and Office.

• High School Diploma or equivalent required
• Completion of a Medical Assistant Program preferred
• Current CPR certification required
• Certification or registration through Medical Assistant Association. Approved associations are: NHA, AAMA and American Allied Health preferred
• Minimum of 1-year previous experience in administrative functions of a physician office required1-year previous experience in clinical functions of a physician office preferred
• Experience with patient scheduling, patient throughput and patient care coordination preferred.
• Experience supporting day-to-day clinical and clerical operations preferred.

• Provide support for administrative functions of the practice, including filling in when administrative staff are unavailable.
• Support Transitional Care and Assisted Living Facilities by obtaining Labs for patient ordered by overseeing provider.
• Work with the medical office managers to evaluate and develop process improvement measures to ensure efficient patient care for the patients under Transitional Care.
• Completes comprehensive nursing intakes for Transitional Care patients, ensuring accurate collection and documentation of clinical, demographic, and insurance information.
• Supports the coordination of care for a caseload of 200+ patients, maintaining accurate and current patient records and demographics for Assisted Living residents.
• Updates patient insurance information on a quarterly basis and ensures required Assisted Living consent forms are reviewed and updated annually.
• Coordinates, arranges, and schedules Assisted Living patient referrals to specialty clinics, including facilitating appropriate patient transportation.
• Maintains daily Palliative Care Nurse Case Manager schedules and coordinates changes to ensure effective patient coverage and continuity of care.
• Completes daily workload messaging and documentation within Expanse and Rapid Filer systems to support efficient communication, care coordination, and accurate medical records.
• Prepares and maintains monthly Assisted Living quality reports, including tracking and reporting Emergency Room visits and related patient outcomes.
• Provides direct, routine nursing care to patients in accordance with provider orders, established nursing standards, and organizational policies.
• Coordinates follow-up care, appointments, and services for patients while maintaining consistent communication with patients, families, caregivers, and healthcare teams across multiple facilities.
• Serves as a liaison between Augusta Health and partnering Assisted Living Facilities, fostering positive professional relationships and representing the organization in a knowledgeable, respectful, and professional manner.
• Supports Palliative Care operations through clerical and administrative functions, including scheduling, documentation, communication, and coordination of patient services.
• Performs routine office responsibilities, including ordering medical supplies, monitoring and maintaining appropriate inventory levels, scheduling patients, answering telephones, and assisting with general office operations.
• Collects, labels, processes, and prepares patient specimens for laboratory delivery in accordance with established procedures and safety standards.
• Creates, maintains, and updates provider call schedules to support effective communication and appropriate provider coverage.
• Identifies and resolves patient care and operational issues through appropriate consultation, communication, and timely follow-up documentation.
• Addresses patient and family complaints professionally, respectfully, and promptly; escalates unresolved concerns to the appropriate individual or department.
• Maintains accurate and timely documentation of patient interactions, care coordination activities, follow-up actions, and communication with providers, patients, families, and facility staff.
• Demonstrates flexibility, initiative, accountability, and willingness to assume a variety of clinical, administrative, and coordination responsibilities based on departmental needs.
• Performs additional duties and responsibilities as assigned in support of patient care, Palliative Care, Assisted Living partnerships, and organizational goals.

• Assist physician with patient exam when necessary and complete procedures/tests as required.
• Assist physician as requested to promote quality of care.
• Timely, efficiently and accurately participates in oral and written communication with patients and staff.
• Participates in maintaining operational flow in daily work.
  • Is observed to be knowledgeable of process and operational flow.
  • Is observed to follow process in daily activity.
  • Is observed to be effective in carrying out operational duties.
  • Is observed to participate in open discussion where process and operational flow is discussed.
• Appropriately handles inquiries and takes command of the situation to direct the course of events.
  • Is observed to be effective in this role.
  • Is recognized by patients and staff as a resource in time of need.
• Greets patient, family and visitors in a cordial manner.
• Willingly and efficiently participates in performing secretarial duties as assigned.
• Acquires a knowledge of and practices Universal Precautions.
  • Provides patient care as directed.
  • Prepares patients in a timely manner.
  • Assists physician as required.
  • Provides patient continuum of care as directed.
  • Assists physician as requested.
  • Follows Universal Precautions.
• Ability to communicate data reflective of the patient status and interpret the information needed to identify each patient’s requirement relative to his/her age specific needs as they relate to the staff position.
  • No breeches in confidentiality.
  • Maintains patient privacy.
  • Observed to have successful patient encounters.
  • Knowledge observed by staff.
• Assumes leadership role in absence of senior staff.
  • Is observed participating in personnel and practice development.
• Assumes responsibility for personnel development, identification, developmental needs and initiates or identifies activities for formally develop skills.
• Communicates effectively with all age groups.
• Initiates implementation of processes as required in daily practice.
• Knowledgeable about practice process as it relates to patient and staff communication.
• Knowledgeable of secretarial activities associated with the practice process.
• Maintains a knowledge of practice processes.
• Observes the outcome of process and identifies problem and recommends alternative.
• Participates in educational and training programs as presented.
• Participates in implementing of practice processes in work.
• Participates in staff meetings.
• Performs duties in an orderly manner.
  • Is observed to make good use of time.
  • Produces accurate work.
  • Is observed to be perceptive of practice needs and tasks to be performed.
  • Willingly participates in performing tasks.
• Prepares patient for provider.
• Provides continuum of care for patients based on physician order.
• Provides patient education and instruction based on physician order.
• Performs phlebotomy according to established policies and procedures.
• Recognizes special needs of patient and patient’s family.
• Appropriately answers questions and provides information and assistance.
• Administers medications|injections per the guidelines for Augusta Health.
• Complete mask fit testing requirements.

Some benefits of working at Augusta Health include: 

• Generous paid time off to promote work life balance
• Competitive Pay
• Retirement Plan
• Medical, Dental, and Vision Benefits
• Free onsite parking
• Tuition reimbursement
• Onsite childcare

 Company Information:

 Augusta Health is a mission-driven, independent, nonprofit, community health system located in Fishersville Virginia in Virginia’s scenic Shenandoah Valley. Augusta Health offers a full continuum of inpatient and outpatient services which includes Augusta Medical Center a 255 bed inpatient facility and Augusta Medical Group which is comprised of 40 practice locations and four urgent care locations.

Equal Opportunity:

 Augusta Health recruits, hires and promotes qualified candidates for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran or military discharge status, and family medical or genetic information.