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Administrative Assistant

1 month ago

Novi, United States Interim HealthCare - Novi, MI Full time
Job Title: Administrative Assistant

Reports To: Administrator
Department: Administration
Location: Novi
FLSA Status: Non-exempt
Job Type: Full-time

Job Summary:

The Administrative Assistant will provide high-level administrative support to the Administrator of the Home Health and Hospice Company.
This position involves a variety of office tasks, including managing schedules, handling correspondence, preparing documents, assisting with billing and compliance functions, and performing general office duties.
The Administrative Assistant ensures the smooth functioning of daily office operations, allowing the Administrator and other staff members to focus on patient care and regulatory compliance.

Key Responsibilities:

  • Administrative Support:

    • Provide direct support to the Administrator by managing calendars, scheduling appointments, and organizing meetings.
    • Assist in preparing and editing reports, correspondence, presentations, and other documents.
    • Maintain filing systems for medical, financial, and personnel records in compliance with confidentiality and regulatory requirements.
    • Answer phone calls, respond to emails, and direct inquiries to appropriate personnel.

  • Communication and Coordination:

    • Serve as the primary point of contact between the Administrator and staff, patients, and external stakeholders.
    • Coordinate communication with patients, families, healthcare providers, and vendors to facilitate home health and hospice services.
    • Assist in preparing communication materials, including newsletters, patient handouts, and updates for staff meetings.

  • Compliance and Documentation:

    • Assist in tracking and maintaining required compliance documentation for regulatory agencies (e.g., Medicare, Medicaid, state and federal laws).
    • Ensure patient and employee records are up-to-date and accurately maintained, adhering to HIPAA guidelines.
    • Support the Administrator in preparation for audits and inspections by preparing necessary documents.

  • Billing and Financial Support:

    • Assist with the processing of patient billing, ensuring all documentation and services are properly coded and submitted.
    • Prepare and send out invoices to patients or insurance providers as directed.
    • Track and report on billing discrepancies, payments, and other financial matters to the Administrator.

  • Scheduling and Coordination of Services:

    • Coordinate scheduling of home health and hospice visits by nursing, therapy, and other healthcare professionals.
    • Maintain and update schedules to ensure timely and accurate service delivery.
    • Track and report on any scheduling conflicts, changes, or cancellations to relevant staff members.

  • Office and Supply Management:

    • Order and maintain office supplies, medical forms, and equipment necessary for operations.
    • Organize and manage the office environment to ensure it is clean, organized, and compliant with health and safety standards.

  • General Office Support:

    • Handle incoming and outgoing mail, packages, and other correspondence.
    • Assist in organizing events, meetings, and other activities for the company.
    • Provide additional administrative support as needed to ensure the smooth operation of the office.
Qualifications:Education and Experience:
  • High school diploma or equivalent required; Associate's degree in business administration, healthcare administration, or a related field preferred.
  • Minimum of 2 years of experience in an administrative role, preferably within a healthcare or home health setting.
  • Experience in a hospice or home healthcare environment is a plus.
Skills and Abilities:
  • Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
  • Excellent written and verbal communication skills.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with healthcare management software or electronic health records (EHR) systems.
  • Ability to maintain confidentiality and adhere to HIPAA guidelines.
  • Strong attention to detail and accuracy, particularly in document handling and data entry.
  • Ability to work independently and as part of a team.
  • Ability to handle sensitive and challenging situations with professionalism and empathy.
Physical Requirements:
  • Ability to sit, stand, and walk for extended periods of time.
  • Ability to lift up to 25 pounds as needed (for handling office supplies or files).
Work Environment:
  • Office-based, within a healthcare environment.
  • Interaction with a variety of healthcare professionals, patients, and families.
  • Fast-paced, requiring the ability to multitask and prioritize effectively.
Additional Information:
  • This position may require occasional travel to other locations or facilities.
  • Occasional overtime may be necessary based on workload demands.
How to Apply:

Please submit your resume and cover letter

This job description provides a comprehensive outline of the responsibilities and requirements for an administrative assistant in a home health and hospice setting.
It emphasizes the need for organizational skills, attention to detail, compliance with regulations, and the ability to work in a healthcare-focused environment.