Kimberly A. Mclaren

• Plan and implement duties and functions assigned by the Fire Chief
• Compose letters, memorandums, correspondence, reports, contracts, special services billing, and permits that may involve technical or confidential material
• Route information to appropriate staff members and follow-up as necessary
• Receive and route incoming telephone calls to appropriate administrative staff
• Maintain a variety of confidential files for the Fire Chief and Deputy Fire Chief
• Respond to individuals requesting information by telephone or in person, answer questions and provide information
• Perform a variety of detailed office administrative tasks
• Establish and maintain a complete filing system
• Serve as an agent of the Fire Chief in procuring information from other staff members
• Prepare accurate department payroll, including overtime and submit into payroll system
• Process department purchases, including Credit Card Statements, post to appropriate accounts, and submit to Accounts Payable division
• Schedule use of Training rooms
• Receive, stamp and distribute incoming mail; process outgoing mail
• Operate/maintain office machines and maintain supply inventory
• Collect data and produce monthly reports for Fire Chief
• Maintain personnel roster, including change of address/phone number
• Maintain personnel files for all confidential and disciplinary notices
• Work with the training division for department personnel training and seminars

• Provide tours
• Make admission and tour folders
• Communicate with hospitals and outside referral sources for potential admissions to the facility
• Coordinate all resident appointments keeping an appointment book and placing appointment reminders on staff calendars in the nurse’s stations
• Coordinate all transportation for residents to / from appointments outside the facility
• Notify family members or resident representatives of resident appointments
• Coordinate all Ancillary services for residents (Audiology, Dental, Optometry
• Podiatry) and assist in obtaining glasses, hearing aids, etc…
• Notify family members and resident representatives of needed repairs for glasses and hearing aids belonging to residents
• Obtain consents for ancillary services for residents from family members and responsible parties
• Maintain records and consents for ancillary services
• Attend marketing events offered to the public outside the facility to provide information about the nursing home and answer questions
• Maintain memberships in area organizations caring for seniors
• Maintain resident charts, file paperwork in resident charts and update information as needed
• Disassemble resident charts after discharge and file information in the office files
• Prepare resident Aide sheets monthly and update as needed
• Take pictures of all residents upon admission and for the wandering books and emergency evacuation books in the med rooms

Oversee basic office operations

● Work with a staff of 15 counselors and help manage their day to day schedules.

● Answer phone calls, order supplies, and pay invoices

● Oversee the receptionist at the front desk

● Manage Student Workers

● Manage department budget

● Time keeping for faculty and staff

● Take vitals for patients

● Prior Authorizations for medications

• Train and mentor new employees
• Oversee clerical and medical records staff and functions
• Work with physician schedules for on call days and clinic days
• Provide backup for our front desk staff
• Give staff yearly reviews
• Work claims that have been rejected from insurance companies
• Timekeeping and payroll for staff
• Prepared staff for The Joint Commission walkthroughs