Program Coordinator

You may think “old” when you think of Institute on Aging because we offer services for elders and are a 40+ year institute…. but you wouldn’t be more wrong. While we do have a long-standing history in the Bay Area, IOA is on the forefront of revolutionary healthcare models, reshaping the way people can age in place. Our innovative models transform lives, enhance communities, and save healthcare systems millions of dollars. Rather than focusing on archaic outdated design, we strive to consistently question the “status-quo” and create new and more innovative ways to help aging adults maintain their quality of life. With over 23 programs, we offer multiple ways to aid seniors maintain their health, well-being, independence and participation in the community, fulfilling our mission.

CLS is an innovative and revolutionary healthcare model that allows seniors to live at home longer by transitioning them out of nursing homes and back into the community by partnering with health plans and Medi-Cal. This inventive, nationally recognized model is one of the most promising for seniors to date, transforming their lives by providing them with a higher quality and more independent life and saving millions of dollars for healthcare systems. CLS is IOA’s fastest growing division, expanding throughout California.  Its employees are dedicated and forward-thinking professionals with a passion for building seniors a better world. 

The Community Living Fund (CLF) is seeking a Program Coordinator to join its team in San Francisco. The Program Coordinator is responsible for providing lead administrative support to the care management team and manage data entry and medical records in multiple client and administrative databases for Community Living Services (CLS).    

ESSENTIAL JOB FUNCTIONS:

• Conduct annual internal chart review for Community Living clients; document and report on findings.
• Maintains client charts including preassemly of charts; manage transfer of archived charts to off-site secure storage unit; maintain routing forms and storage tracking binder.
• Maintain care management databases by enrolling and terminating clients as needed, updating client information, emergency contacts, and Medi-Cal eligibility.
• Maintain Client Emergency Information forms and monthly reports for CLF and IOA CM clients; monitor forms and reports on a regular basis.
• Manage the orientation and onboarding needs of every new hire for Community Living programs; ensure all orientation meetings and technology needs are met prior to start date.
• Distribute all incoming mail; stamp and send outgoing mail.
• Manage the order of office supplies for Community Living; always ensure an adequate amount of office supplies.
• Manage office supply order budget/balance spreadsheet for all programs.
• Update division calendar listing program events and meetings.
• Create and replenish enrollment/re-assessment forms/client packets; always ensure an adequate amount of all program related forms.
• Take meeting minutes and distribute to team
• For CLF, generate monthly SNF discharge report, monthly home visit report and quarterly caseload report.
• For IOA CM, generate monthly service and client flow report
• Generate weekly client flow reporting and update monthly Ops dashboards
• Maintain and facilitate necessary CCT tracking, monthly reporting and necessary follow up
• Coordinate and collaborate with Medi-cal biller and case managers around CCT documentation
• Annual review of CLF and policy and procedures manual; update manual as needed and advised.
• Mail welcome letters and termination letters to clients for all programs.
• Verify the entry of progress notes in database ensuring correct termination documentation and documents are in compliance with city/state requirements.
• For DAAS funded programs only, notify DAAS of all closed cases and reasons for termination.
• Consolidate client’s medical records and financial files upon termination.
• Together with the Quality Improvement department, conduct telephonic satisfaction surveys with active clients in Community Living and track responses; serve as quality assurance liaison to QI department.
• Update program forms and create e-file for standard documents.
• Maintain program internal contact lists and division-wide contact list.
• Assisting with home set-ups orders and food box deliveries for clients discharging from institutions.
• Other reasonably related projects as assigned.

REQUIRED QUALIFICATIONS:

• Bachelor’s degree required.
• Intermediate level skill in using MS Office software programs, particularly Word and Excel.
• Organized, detailed oriented, and capable of meeting deadlines.
• Ability to successfully provide clerical and administrative support and maintain a level of confidentiality.
• Individual must have strong analytical, problem solving, and communication skills; must possess the ability to communicate effectively in writing and in person.
• Good interpersonal and customer service skills.
• Interested in working in a multicultural environment and social services field.

 PREFERRED QUALIFICATIONS:

• At least one-year experience in administration and direct services provided to the frail elderly and adults with disabilities preferred.
• Bilingual is a plus.

 PHYSICAL & LANGUAGE REQUIREMENTS:

• Ability to lift, transfer, push/pull, maneuver, and re position 25 lbs.
• Ability to reach, bend and walk.
• Five finger manipulation.
• Ability to comprehend complex materials.
• Ability to speak and write English clearly and accurately.

We encourage you to learn more about IOA by logging onto www.ioaging.org/about-ioa

Institute on Aging reserves the right to revise job descriptions or work hours as required.

Institute on Aging is an Equal Opportunity Employer. Institute on Aging is committed to cultivating a diverse and inclusive work environment and providing equal opportunities to all employees and job applicants without regard to age, race, religion, color, national origin, sex, sexual orientation, gender identity, genetic disposition, neuro-diversity, disability, veteran status or any other protected category under federal, state and local law.

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