The Medical and Travel Coordinator Administrative Assistant will be responsible for the overall medical and travel needs of all UMC of the program, and they are met while the children are placed with us.

Administrative Assistant to Medical and Travel Coordinator job description:

• Responsible for scheduling, tracking and coordinating all in-house and off campus medical services for all youth in the program.
• Responsible to collect and track MARS, referrals, ER visits labs and any other medical follow up
• Ensure timely documentation in the ORR portal of all Medical and Health related areas: Initial Medical Form, vaccines, laboratory tests, X-Rays, etc.
• Track compliance of medical services to ensure children have medical and dental follow up visits as needed and as specify in the ORR policies and procedures.
• Request Treatment Authorization Requests (TAR) as needed
• Process all medical procedures through ORR for prior approval
• Ensuring effective medical care, proper documentation, and reporting of all administration of medication to person served.
• Monitoring and documenting all occurrences of shift and logging

• Works effectively with other professionals in the field
• Maintains knowledge of issues affecting the UC
• Supports and participates in the group interaction process
• Update medical providers excel sheet

• Tracking down dental, urgent care and ER services
• Medical billing (Printing out TAR and sending out with invoice for payment or faxing it over to providers)
• Faxing over medical documents to providers as needed
• Filling out medical documents to fax to providers for services needed (For new patients especially)
• Ensuring we receive all medical paperwork from providers to complete each case for submission for release
• Any medication to be picked up (if needed when staff is not available)
• Update POH Medical file in the M Drive for the campus clinic (Should have their initial forms with allergies stated (if any) as well as forms needed if minor ever need to go to the ER .
• Making sure medical forms for each minor in the cottage are in binder for emergencies
• Uploading documents

• Ensures that all travel needs are planned, organized and executed in a timely manner
• Complete an internet search on the different airlines to find the more suitable tickets for children and the most cost-effective tickets for the agency
• Ensure that all children doing a direct flight are escorted by an airline escort
• Arrange for travel team member to travel with children who have connecting flights
• Meet with the Caseworkers and Lead Case worker to obtain details needed for the purchase of the ticket or any other details needed if the child is using ground transportation
• Coordinate with the Travel Team transporting the minors to their sponsors, as needed, to cities close by to NY
• Communicate with the sponsors as needed regarding travel needs

• Work extended hours as needed
• Maintain regular and cordial communication with the ORR Medical team
• Attend all related trainings.
• Performs other duties as assigned

• College degree preferable
• Two years’ experience working with youth in a residential setting
• Knowledge of child welfare and immigration related legislation
• Excellent verbal, written communication and organizational skills are essential
• Proficient in Microsoft Office is a must
• Bilingual (English/Spanish) a must