Office Assistant/Receptionist

POSITION PURPOSE: The Office Assistant is a key member of the office staff that supports the efficient operation of the office functions. The Office Assistant reports directly to: Office Manager

SUPERVISION EXERCISED: Office Manager

PRINCIPAL ACCOUNTABILITIES AND ESSENTIAL FUNCTIONS:

The duties and responsibilities described below do not represent a comprehensive list for this position. Additional tasks may be assigned periodically as necessitated by business demands.

• Answer the telephone and greet the public.
• Take Client Inquiries when necessary and book appointments gathering as much info as possible & setting up appointments.
• Enter new client information into clear care when requested / Scan Documents (ie: new forms for new clients)
• Manage all general office duties.
• Schedule Sup Visits for RN / Outreach Coordinator
• Demonstrate dependability.
• Support staff in assigned project-based work.
• Greet office visitors, handling their needs or directing them to the appropriate staff / Handling Paychecks on pay day.
• Organize and maintain file systems in compliance with office policies and regulations.
• Collect, Group, and Check all Task Sheets – Monitor online completion and collect form paper as needed.
• Maintain absolute confidentiality of all information pertaining to employees, clients and clients’ family members.
• Perform general clerical duties including correspondence, copying, filing, and distribution.
• Handle incoming and outgoing mail.
• Timely copying and filing of appropriate caregiver and client documentation.
• Maintain positive relationships with all clients and referral sources.
• Make up Client Agreement Folders.
• Quality Assurance Calls
• Respond to late alerts during business hours 9:00am – 5:00pm
• Assist with Chart Audits
• Send out Welcome Letters to New Clients
• Monitor Clear Care Dashboard and stay up to date on caregiver/client issues and document into CC and inform appropriate staff or client contact
• Confirm weekend schedules with caregivers
• Bill for gloves (enter charges)
• Take client changes and note in CC / forward to Scheduler
• Holiday Calls
• Maintain regular and predictable attendance.
• Perform other functions as deemed appropriate by the management team.

REQUIRED JOB KNOWLEDGE AND SKILLS:

• High school diploma and two years of experience in an office setting, preferably in healthcare or homecare.
• Proficiency with Microsoft Office (Word, Excel and Outlook) applications, scheduling systems and other healthcare industry related-software.
• Ability to listen and communicate clearly, fluently and diplomatically – both orally and in writing.
• Ability to remain flexible, resilient, calm and maintain a sense of humor in all situations.
• Present a well-groomed image that reflects the professionalism of the business.
• Ability to plan, organize, prioritize, delegate and accurately complete work activities within allotted deadlines while managing interruptions.
• Work independently and proactively with minimal direction and/or supervision.
• Ability to generate goodwill for the Agency with clients, their family members and referral sources. Demonstrate a strong commitment to client service excellence.
• Ability to lawfully work in the U.S.

PHYSICAL/ENVIRONMENTAL DEMANDS:

• Combination of sitting, standing, bending, reaching, stretching, stooping, walking, climbing stairs and moving intermittently during working hours.
• Must be able to see and hear or use prosthetics that enable these senses to function adequately to meet the requirements of this position.
• Must be able to properly operate office equipment.
• Must be able to maintain verbal and written communication with co-workers, leadership team, supervisors, clients, family members, vendors and all business associates within or outside the Agency.
• Successful completion and ongoing compliance with all licensing, certification, continuous education, background testing, drug and alcohol testing, OIG and health assessments as may be required under federal, state, or local law or per employer policy.
• All of the above demands are subject to ADA requirements.

Job Type: Full-time

Pay: From $15.00 per hour

Benefits:

• Paid time off

Work Location: In person