Admin Assistant

3 weeks ago

Flat Rock, United States Four Seasons, The Care You Trust Full time
Job DescriptionJob DescriptionAdministrative Assistant – Clinical Operations

Reports To

Administrative Team Leader

Status

Non Exempt (Hourly)

FT, PT, PRN

Full time

Shift

40 hours; M-F 8AM-4:30PM

Location

Flat Rock, NC

Position Summary:

Administrative Assistants to Clinical Operations support the organization in the integral role of ensuring accurate and timely completion of essential and fundamental administrative responsibilities and tasks of the clinicians and PFS staff in all areas of clinical operations. In this role you will provide unmatched, forward thinking, detail oriented, administrative support to the entire Interdisciplinary Group. You will monitor and track all necessary clinical documentation within the EMR to ensure compliance standards and best practices are followed and adhered to. Your role is also to project a positive can do/will do, solution-oriented attitude in all internal and external interactions and communications. You will employ all aspects of the Four Seasons CBRITER values (Compassion, Balance, Respect, Integrity, Teamwork, Excellence and Resilience) when interacting with your teammates as well as all other staff, vendors, patients, and patient caregivers to ensure Four Seasons is co-creating the very best care experience possible for everyone we serve both internal and external to the organization.

Essential Duties & Responsibilities:
  • Work to achieve performance goals, pursue progress toward my learning plan (MLP) and demonstrate Four Seasons values and competencies.
  • Complete data entry into EMR to support the Start of Care process.
  • Monitor the daily activity reports for progress of clinical documentation submissions.
  • Monitor for errors and resolve issues with documentation that prohibit the posting and billing of clinical visits.
  • Schedule & prep patient charts, attend and record meeting minutes and IDG summary notes as directed.
  • Order DME & Medical Supplies for new admissions and collaborate/coordinate on-going patient DME phone calls (i.e.; notification of supply pickups, patient deaths, etc.)
  • Provide office support functions including word processing, filing, copying, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects while meeting deadlines.
  • Receive, send, and distribute faxes, emails and telephone calls.
  • Provide lead and/or back up receptionist support to include greeting visitors in person or by telephone and to connect those with the appropriate staff person or services that will best serve their needs in a friendly, professional manner.
  • Assist departments with special projects, including distribution of information, data entry, filing, and research.
  • Assist in drafting forms, printing, and copying information for distribution.

Knowledge, Skills & Abilities:

Knowledge of HIPAA privacy policies

Excellent organization skills

Proficient in MS Office: Outlook, Word, Excel, etc.

Excellent written, oral, and collaborative communication skills

Excellent interpersonal skills

Excellent attention to detail and accuracy in a fast-paced environment

Ability to work independently with minimum supervision

Ability to work under pressure to meet deadlines

Ability to coordinate and follow through on projects

Ability to take initiative and utilize innovative techniques

Ability to work flexible hours, if needed

Ability to interact with various departments throughout the organization

Ability to participate as a team player

Ability to plan, prioritize and coordinate daily tasks

Minimum Qualifications:

Education:

  • High School Diploma/GED required
  • Education in a healthcare field, such as a C.N.A program of study, Medical Records, or Healthcare Administration, preferred

Experience:

  • Minimum 3 years’ experience as an administrative assistant in a healthcare setting
  • Demonstrated proficient computer skills with MS Office products
  • Demonstrated excellent customer service and communication skills

Licensures & Certifications: (if applicable)

  • Valid driver’s license and proof of automobile insurance
Summary of Physical Requirements:

  • Sitting, bending
  • Flexion/extension of arms/wrists
  • Hand dexterity to include writing

Intent & Function:

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the duties of the position. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.

JOB DESCRIPTIONS ARE NOT INTENDED AS AND DO NOT CREATE EMPLOYMENT CONTRACTS. THE ORGANIZATION MAINTAINS ITS STATUS AS AN AT-WILL EMPLOYER.


Other Duties:

  • Maintain confidentiality of information
  • Order and maintain office supplies as needed
  • Provide scheduling and personnel management support to clinical leaders
  • Send and manage documents for signatures as needed (Consents, NIPs, Travel Contracts, etc)
  • Assist with meeting preparation including, but not limited to room, conference call set-up and A/V support
  • Order supplies for patients as requested (i.e., Ensure requested by Social Workers)
  • Code bills and invoices for Team Leaders to approve then distribute to the appropriate Leader for approval
  • Create Hospice patient lists and send to appropriate growth team members to distribute
  • Provide administrative support to leaders throughout the annual evaluation process
  • Create and maintain admission packets
  • Triage SW phone calls
  • Enter and update TapCloud accounts as needed
  • Participate in ongoing education and training offered by the agency and/or as required
  • Comply with company policies, procedures, guidelines, and Mission Statement
  • Practice safety and infection control methods
  • Oversight of volunteers as needed
  • Other duties as assigned


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