ADMINISTRATIVE ASSISTANT

Administrative Assistant

The Administrative Assistant is responsible for phone, clerical, and general office support for all Auburn Crest Hospice departments. This position is responsible for a variety of reception, secretarial, and administrative duties to sustain the needs of the office. This position reports to the Office Manager under the direction of the General Manager.

Job Specifications

• High school graduate or equivalent.
• Previous experience in the healthcare industry is preferred.
• Must be able to type at least 60 wpm.
• Must have excellent communication skills, verbally and in writing.
• Possess good computer skills and be familiar with most business software applications.
• Be familiar with HIPAA and confidentiality rules and regulations for medical records.
• Must have valid driver's license and reliable transportation.
• Ability to develop and maintain positive working relationships with staff and community partners and referral sources.

Essential Functions

• Answer and route incoming phone calls. Make phone calls to staff as indicated or directed.
• Establish and maintain relationships among clients, families, and the ACH team.
• Communicate referral information coming from the nursing department to the Social Services Coordinator and other team members as assigned.
• Understand billing information/needs for Medicare, Medicaid, and insurances.
• Initiate chart for new clients, including gathering information for consult by nursing, pre-auth client, client intake sheet, notify SS, complete admission paperwork upon return, set up chart notebook, etc.
• Perform tracking of client visits and communications, review for compliance, and send report to Boise monthly.
• Handle all faxes for Nursing Department to ensure consistency in faxes being distributed to pharmacy, facilities, doctors, etc. Assist with any faxing needed by other departments.
• Complete chart audits, including 7-day, recert, and death chart, as directed.
• Provide secretarial support for all departments.
• File all paperwork in proper locations, including client medical record, invoices, etc.
• Order medical and office supplies, as approved by General Manager, and assist with other orders as directed.
• Maintain client database or enter information into the computer, distribute to staff, and print reports as needed.
• Prepare forms for use and ensure adequate number of needed forms is on hand.
• Assist with time sheet processing and payroll, as directed.
• Notify Office Manager of any needs for equipment repairs or equipment needs.
• Collect mail and distribute.
• Forward phones to On-Call Nurse at close of business and remove from forwarding at start of business.
• Monitor the general cleanliness of the offices and nursing area, and remind staff to keep the work areas orderly and clean.
• Attend all staff and directors meetings. Keep minutes of the meetings and forward the minutes to the parties designated.

Additional Examples of Work Performed

• Prepare and perform office mailings.
• Assist with events, sign up of attendees, etc.
• Assist General Manager with Human Resource activities, tracking employee information, and new employee orientation.
• Perform related duties as assigned or required.

Work Environment and Physical Demands

• Duties are primarily performed in an office environment and require sufficient personal mobility and physical capability to permit employee to function in this environment.
• Must be able to lift up to thirty (30) pounds.

The incumbent must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of individuals in the job. This job description is not an employment agreement or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.