Administrative Assistant - Agency Operations Support

Job Description

Job Description

Human Touch Home Healthcare is seeking an organized, detail-oriented, and motivated Administrative Assistant to support authorization and billing, human resources, payroll, regulatory compliance, recruiting, and daily agency operations.

This is an opportunity for someone interested in building a career in healthcare administration and operations. The employee will assist with administrative tasks that support Human Touch's home healthcare agencies in Colorado.

Although the supported agencies are located in Colorado, this position is based in Washington, DC and requires working onsite five days per week. Remote and hybrid arrangements are not available.

The ideal candidate is dependable, eager to learn, comfortable using computer systems, and able to manage multiple assignments while maintaining accuracy and confidentiality. The employee will initially focus on administrative support and progressively do authorization, billing, payroll, HR, and compliance processes under the direction of experienced team members.

Benefits:

• Competitive salary commensurate with experience.
• Opportunities for professional development and career advancement.
• Positive and supportive work environment
• Contribution to improving healthcare access and quality in the community
• Comprehensive benefits package including:
  • Health insurance
  • Vision
  • Dental
  • Vacation Time
  • Sick Leave

Responsibilities:

1. Authorization and Billing Support

• Assist with reviewing new patient referral information to help confirm that the appropriate payer has been identified.
• Review intake verification emails and help confirm that eligibility, benefits, homebound status, and other required information have been documented.
• Assist with checking that the correct payer information is entered in Kantime.
• Help process intake verification forms and additional authorization requests under established procedures.
• Assist with tracking and submitting Long-Term Home Health (LTHH) Prior Authorization Requests (PARs).
• Help maintain and update non-medical PAR records.
• Assist with monthly patient eligibility checks and follow up on identified discrepancies.
• Help the billing team organize documentation related to denials, copays, and physician orders.
• Maintain tracking logs for authorization status, expiration dates, payer changes, and outstanding requests.
• Assist with entering service disciplines and other information required for billing.
• Route questions about payer appropriateness, authorization requirements, and billing issues to the appropriate team member.
• Help organize payer contracts, credentialing documents, and renewal records.
• Assist with preparing documentation for contract renewals and recredentialing.
• Attend billing meetings as assigned and document follow-up items.

1. Human Resources and Payroll Support

• Monitor the HR dashboard and identify outstanding tasks for follow-up.
• Assist with reviewing payroll information for field and office employees to identify missing information or potential discrepancies.
• Help enter corrections for missed punches and timesheet discrepancies according to established procedures.
• Assist with tracking employee time-off requests and related documentation.
• Provide backup payroll administrative support, including helping prepare payroll information for submission through Paychex when authorized and trained.
• Assist with organizing payroll journals, payroll memos, and reimbursement requests.
• Submit background check and CAPS requests for new hires according to company procedures.
• Maintain organized and confidential employee records.
• Assist with site-specific HR administrative requests.
• Help organize documentation related to FAMLI, unemployment, EEOC, and other employment matters under the direction of HR or leadership.
• Refer employee relations concerns, payroll questions requiring approval, and sensitive matters to the appropriate manager.

1. Agency Operations and Administrative Support

• Assist with coordinating daily stand-up meetings for the Colorado locations.
• Help schedule monthly clinical manager meetings, prepare meeting materials, and document action items.
• Assist with scheduling and staffing communications between agency locations and the appropriate teams.
• Coordinate interview scheduling and related administrative tasks with the recruiting team.
• Help track marketing team updates and maintain related records.
• Route patient concerns and complaints to the appropriate clinical or operational leader.
• Assist with organizing documentation related to employee performance and disciplinary matters as directed by leadership.
• Help track clinical and operational issues and follow up on assigned tasks.
• Assist with survey preparation by organizing required documents and maintaining checklists.
• Help document process improvement suggestions and approved workflow changes.
• Provide basic administrative support for software troubleshooting involving Kantime and other agency systems.
• Assist with creating and troubleshooting email, Kantime, and TigerText logins, escalating technical issues when needed.
• Help coordinate access requests for COHFI and IQIES/HARP in accordance with company approval procedures.
• Receive, sort, and distribute incoming mail to the appropriate individuals or departments.
• Assist with preparing physical checks for deposit at Wells Fargo in accordance with established financial controls.
• Help process medical records requests and route them to authorized personnel.
• Assist with monitoring COHFI activity related to surveys and reportable occurrences and escalate items requiring review.

1. Licensing and Regulatory Compliance Support

• Maintain calendars and tracking logs for state licensure renewals and other regulatory deadlines.
• Assist with collecting documents needed for state license renewals.
• Help update administrator and clinical manager information in the COHFI portal after receiving appropriate approval.
• Track Medicare and Medicaid revalidation deadlines and help organize supporting documentation.
• Assist with tracking and preparing CLIA renewal documentation when applicable.
• Help prepare periodic good-standing reports and related state submissions.
• Maintain organized records of applications, renewals, approvals, and regulatory correspondence.
• Escalate missing documents, approaching deadlines, and potential compliance concerns to the responsible manager.
• Follow company policies for handling confidential patient, employee, payer, and business information.

1. General Administrative Responsibilities

• Monitor assigned email inboxes and respond to routine inquiries or forward them to the appropriate department.
• Perform data entry, filing, document preparation, scanning, and electronic record maintenance.
• Maintain accurate spreadsheets, trackers, and status reports.
• Assist with preparing reports and materials for management meetings.
• Follow up on assigned tasks and communicate progress or delays to the appropriate supervisor.
• Perform other administrative duties as assigned to support agency operations.

Qualifications

• High school diploma or GED required.
• Associate degree or coursework in business administration, healthcare administration, human resources, or a related field preferred.
• Candidates are encouraged to apply; prior healthcare or office experience is helpful but not required.
• Basic computer skills and proficiency with email, word processing, spreadsheets, and data entry.
• Strong attention to detail and organizational skills.
• Good written and verbal communication skills.
• Ability to manage multiple assignments and meet deadlines.
• Willingness to learn healthcare authorization, billing, payroll, HR, and compliance processes.
• Ability to handle confidential information with professionalism and discretion.
• Dependable, proactive, and comfortable asking questions when clarification is needed.

Performance Expectations

The employee will be expected to:

• Complete assigned administrative tasks accurately and on time.
• Maintain organized and current records.
• Follow established procedures and protect confidential information.
• Communicate professionally with employees, managers, and other departments.
• Escalate discrepancies, sensitive issues, and questions beyond their level of authority.
• Demonstrate consistent attendance, reliability, and willingness to learn.
• Provide responsive administrative support to the DC office and supported Colorado agencies.

Job Type: Full-time

Work location: Washington, DC. Onsite, five days per week; no remote or hybrid option.

Schedule: Monday-Friday, based on the agency's assigned business hours.

Pay: $23.00-$26.00/hr

Experience: 2 years Administratinve Assistant work.

Note: This job description outlines the general responsibilities and qualifications of the position and is not intended to be an exhaustive list of all duties. Responsibilities may be adjusted based on business needs, training, and the employee's demonstrated capabilities.