Clinical Administrative Coordinator-Seneca Hill Manor

Job Title: Clinical Administrative Coordinator

Department: Nursing

Reports to: RNUnit Manager

Revision Date: 06/09/2026

Status: Non-Exempt

Job Summary:

The Clinical Administrative Coordinator performs a variety of administrative, clerical, communication, and health information management duties in support of nursing services and resident care operations. This position serves as a central communication resource for residents, families, physicians, staff, and ancillary departments and assists with maintaining accurate and timely documentation within the electronic health record.

The Clinical Administrative Coordinator promotes excellent customer service and supports compliance with all applicable federal, state, local, and organizational requirements while maintaining resident confidentiality and privacy.

Duties/Responsibilities:

Communication and Coordination

• Serves as a communication resource for residents, families, physicians, visitors, and interdisciplinary team members.
• Answers telephones and routes calls appropriately.
• Greets visitors and provides assistance in a professional and courteous manner.
• Receives, relays, and documents messages accurately and promptly.
• Coordinates communication between nursing personnel and ancillary departments.
• Maintains confidentiality of resident and organizational information.

Electronic Health Record Responsibilities

• Utilizes Matrix Care/Sigma Care and other electronic systems in accordance with organizational policies and procedures.
• Assists with management of resident records and documentation.
• Scans documents into the electronic health record accurately and timely.
• Verifies that documentation is properly identified and filed.
• Maintains organization and integrity of electronic records.
• Assists with preparation and retrieval of medical record information as requested.
• Supports regulatory compliance related to documentation requirements.

Administrative Functions

• Performs general clerical duties including filing, photocopying, faxing, and data entry.
• Maintains forms, supplies, and office materials required for daily operations.
• Assists with preparation of reports, correspondence, schedules, and other documents.
• Processes physician orders and communicates information to appropriate personnel as directed.
• Maintains logs, records, and tracking tools necessary for departmental operations.
• Supports admission, transfer, and discharge processes as assigned.
• Assists with maintaining census and resident information records.

Resident Care Support

• Supports efficient operation of the nursing department to promote quality resident care.
• Communicates changes and pertinent information to nursing staff as appropriate.
• Assists in coordinating appointments and transportation schedules as assigned.
• Supports interdisciplinary communication and continuity of care.
• Demonstrates sensitivity to resident rights, dignity, and individuality.

Customer Service

• Demonstrates professional behavior and positive interpersonal relationships.
• Provides courteous and respectful service to residents, families, staff, visitors, and providers.
• Promotes a positive image of Seneca Hill Manor and Oswego Health.
• Maintains effective working relationships with all departments.

Regulatory Compliance

• Complies with all Oswego Health and Seneca Hill Manor policies and procedures.
• Maintains compliance with HIPAA and resident confidentiality requirements.
• Participates in required education and mandatory in-services.
• Adheres to infection prevention and control practices.
• Supports emergency preparedness and disaster procedures.
• Performs duties in accordance with applicable federal and New York State regulations.

Other Duties

• Participates in departmental meetings and quality improvement activities.
• Assists with special projects as assigned.
• Performs additional duties consistent with the position as assigned by supervisory personnel.
• Other Duties as assigned.

Education

• High school diploma or equivalent required.
• Postsecondary education in healthcare administration, medical office technology, or related field preferred.

Experience

• Previous clerical or administrative experience required.
• Experience in a skilled nursing facility, hospital, physician office, or healthcare setting preferred.
• Experience with electronic health records preferred.
• Medical terminology knowledge preferred.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of office practices and procedures.
• Ability to communicate effectively verbally and in writing.
• Ability to maintain…