Administrative Assistant

Administrative Assistant

Overview: Oversees the day-to-day operation of the front desk including answering phone calls; greets all office visitors, guests, and members professionally. Responsible for various administrative and clerical duties to help improve efficiency at Touching Angels. The Admin Assistant is a communications resource for all clients and home care staff in the field. Provides support to all executive employees, nurses, clients, and customers. The administrative assistant is efficient and comfortable being a member of a team. The ability to multi-task, while assisting in coordinating client care issues and caregiver schedules. Is an overall problem solver, resourceful, and well-organized admin. Provides clerical support including typing correspondence, reports, and documents; maintaining filing systems; and coordinating daily interoffice activities.

Duties and Responsibilities:

• Administration: Answer and filter all calls. Document calls by notating on AXIS. Calculate caregivers' hours. Call caregivers for exceptions and complete the workflow to ensure all teams are notified of the missing time and the reason. Fax and scan documents as needed. Check the faxes 3x/day and ensure that each department receives or has already reviewed them. Inform Management of the caregiver's change of address to be updated on Paychex. Inform Management when a client is hospitalized and send a 'get well' card. Update Caregivers' change of address/phone number on Gmail and LTSS. Update the clients' change of address on Axis, Gmail, and file. Update staff credentials, certifications, and licenses. Able to access the Egnyte system and upload documents to their respective folder.
• Axis: Enter all call logs and tag the appropriate team member. Call Axis if there are any issues entering or deleting any information. Document notes for Caregivers/Clients on Axis. Update address changes on Axis and then ensure cross-departmental collaboration and completion on all platforms. Able to upload compliance documents and notate. Examines, researches, enters data and gathers all information necessary to process information received from caregivers to support the credentialing and re-credentialing process.
• ISAS: Call ISAS in the event an aide is attempting to clock times, but time is not recorded in the system. Check the Advanced service rendered report to see hours worked for the week and month. Check exceptions and reports of Caregivers. Review service rendered report to clarify questions about hours worked. Confirm weekly Deficiency report by verifying hours utilized in the ISAS system.
• Billing: Utilize the ISAS system to enter external staff missing time request claims for payment. Track rejected claims and email MDH if claims are rejected, or processing is delayed. Enter claim adjustments when applicable. Process and track claims for private insurance partners.
• Filing: Entering all new clients and employees into active and inactive folders/Maintain and ensure the accuracy of filing folders. Enter active and renewed certifications into respective folders. File MARs in client's folders. Ensure when any client or aide is in the office, the file is pulled to ensure compliance.
• Mail: Oversee all incoming and outgoing mail. Mark the received date on all incoming mail. Mail client home folders, cards, retention gifts, etc. Mail MAR forms when needed and inform Aides to make sure they send in completed forms.
• Intake Duties: Provide referral sources with TA scope of service, coverage area, etc. as requested. Enter new client records in the system ensuring accuracy of all patient demographic information. Receive documentation and scan the records into the system following the Data entry Policies. Update the Intake Reports upon receiving and processing any client documents. Demonstrates teamwork and effective communication to accomplish TA's and client(s) goals. Maintains positive and effective communication with clients, referral sources, and staff. Review the weekly eligibility report and ensure proper follow-up and documentation for active clients (PSP report).
• Reports: Assist with completing department report(s) i.e. Mock/Deficiency report, intake PSP report, inventory, etc. Able to complete the RN weekly Excel report and track all clients and RN visits.

Position Requirements: Must have very strong organizational skills, attention to detail, and ability to work under strict deadlines. The position requires a high level of confidentiality due to the processing of sensitive and confidential information. Must be proficient in Microsoft Word, Excel, Outlook, and the Internet as well as be able to operate standard office equipment. Five years of administrative experience. Two years of healthcare hands-on experience preferred.

Other Skills/Abilities: Ability to Adhere to Confidentiality Standards and Professional Boundaries Ability to Remain Calm and Professional in Stressful Situations Ability to Prioritize and Multi-Task Attention to Detail Time Management Effective Problem-Solving and Conflict Resolution Skills Excellent Organization and Communication Skills Quick-thinking and Astute Decision-Making Skills

Physical Requirements: Must Be Able to Speak, Write, Read and Understand English Occasional Lifting, Carrying, Pushing and Pulling of 25 Pounds Must Have Visual and Hearing Acuity Environment: Performs duties in an office environment with occasional field visits during agency operating hours Must be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions

Other Duties: Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.