ADMINISTRATIVE COORDINATOR – POSITION/TASKS

GENERAL TASKS

• DATA ENTRY
• DONOR THANK YOU LETTERS
• FOUNDATION MAILINGS
• PREPARE FOLDERS FOR HS PATIENTS
• EVENT ASSISTANCE
• PHONE MESSAGES
• MISCELLANEOUS RESEARCH AND CONTACTS, AS REQUIRED
• UPDATE DATABASES AND KEEP CURRENT

SUPPORT GROUPS

• SCHEDULE GROUPS
• SETUP EBLASTS
• CREATE FLYERS
• SETUP (SIGN-IN/REFRESHMENTS)

HEARING SCREENINGS

• SEND MAILING TO LOCAL DAYCARE/PRESCHOOLS OFFERING SERVICES.
• SEND INTERESTED DAYCARES/PRESCHOOLS SCHEDULE LINK.
• ADD SCREENING DATE TO CALENDAR
• PRE-SCREENINGS TASKS –
  • OBTAINING CLASS LISTS
  • SENDING SCHOOL PHOTO RELEASE AND PERMISSION SLIP
  • COPIES OF REFERRAL INFORMATION
  • SCREENING FORMS WITH CHILDS NAME
• ENSURE EQUIPMENT IS CHARGED/PACK EQUIPMENT
• ATTEND SCREENINGS
• TRACK RESULTS AND MAINTAIN STATISTICS
• ADD TO MAILING LISTS
• FOLLOW-UP WITH REFERRALS AND SCHOOLS WITH CLINIC INFORMATION
• MAINTAIN INVENTORY OF ALL FORMS AND UPDATE AS NECESSARY

FREE HEARING AID PROGRAM (HELP US HEAR/HUH)

• OBTAIN APPLICATION AND DOCUMENTATION VIA HARDCOPY OR ELECTRONICALLY
• REVIEW ALL ITEMS, MAKE SURE COMPLETED.
• CONTACT APPLICANTS FOR MISSING ITEMS
• KEEP ALL APPLICANTS ORGANIZED AND IN A FILE.
• WHEN APPLICATION AND DOCUMENTATION ARE COMPLETE
  • MAKE COPY OF HEARING TEST

• MAKE COPY OF APPLICANT INFO (PAGE 1 OF APPLICATION)
• NOTE ON PAGE 1 THEIR ANNUAL INCOME AND HOUSEHOLD SIZE.
• BRING THESE 2 PAGES PER APPLICANT FOR HS FOR REVIEW AS SCHEDULED.

• DENIED APPLICANTS
  • SEND LETTER OF DENIAL NOTING THEY CAN APPLY AGAIN IN THE FUTURE

 

• ACCEPTED APPLICANTS
  • CALL ACCEPTED – TELL THEM THEY HAVE BEEN ACCEPTED AND WILL RECEIVE A CALL WITHIN 48 HOURS TO SCHEDULE APPT.
  • MAKE COPY OF HEARING TEST, AND APPLICANT DEMOGRAPHIC INFO FROM APPLICATION
  • SCAN OR BRING TO HEARING AID SPECIALLIST TO CONTACT FOR APPT
  • ENSURE CONFIRMATION OF APPT DAY/TIME
  • ADD APPT TO CALENDAR AS REMINDER FOR PHOTOS.
• APPOINTMENTS WITH HUH
  • NEW HUH PTS – MAKE A BAG WITH FOLDER, GIVEAWAYS, CDS
  • PAST HUH PTS (FOLLOW-UPS) – GIVE THEM COPY OF TESTIMONIAL WITH BUSINESS CARD ASK THEM TO EMAIL BACK
  • ALL HUH PTS – TAKE CANDID PHOTOS IN APPT AND POSED PHOTO WITH HEARING AID SPECIALIST, OR OTHER STAFF AVAILABLE (USUALLY BY DONOR WALL, BUT COULD ALSO USE CONF ROOM WALL WITH LOGO.
  • ANY TESTIMONIALS RECEIVED SCAN AND SAVE INTO FILE ON DRIVE
  • PHOTOS TAKEN – SAVE TO ERF DRIVE

CHILDREN’S HEARING CLINIC

• SEND EMAILS TO REFERRALS
• SEND EMAILS TO SCHOOLS/TEACHERS/LOCAL ORGS THAT WORK WITH CHILDREN
• PULL SUPPLIES FOR CLINIC – SUBMIT ORDER IF ANYTHING IS NEEDED
• MAKE COPIES AS NEEDED
• SETUP AFTERNOON OF CLINIC
• TAKE PHOTOS
• CHECK IN PATIENTS
• PROMOTIONS FOR CLINIC
• BREAKDOWN AT END OF CLINIC
• SCAN REFERRALS TO SMH FOR FOLLOW-UP