Office Assistant

Job Description

Job Description

Benefits:

• Dental insurance
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance

Position Summary

The Home Health Office Assistant oversees the day-to-day administrative, human resources, and intake operations of the agency. This role is crucial in driving smooth internal workflows, supporting field staff, maintaining strict HIPAA privacy standards, and ensuring compliance with Medicare Conditions of Participation (CoPs) and state licensing regulations.

Key Responsibilities & Essential Duties

1. Human Resources Management

·       Personnel Files & Compliance: Maintain audit-ready HR files for all clinical and administrative staff in accordance with Medicare CoPs and state labor laws. Ensure up-to-date CPR certifications, state licenses (RN, LVN/LPN, PT, OT, ST, MSW), background checks (OIG exclusion list, FBI/State fingerprinting), and TB test/health screenings.

·       Onboarding & Credentialing: Manage the onboarding process for new hires, including drug screening, primary source license verification, and coordinating mandatory orientation on HIPAA, safety standards, and agency policies.

·       License & Exclusions Monitoring: Conduct monthly OIG (Office of Inspector General) and SAM exclusion checks on all active employees and contractors to prevent Medicare fraud, waste, and abuse.

2. Patient Scheduling & Intake Coordination

·       Field Clinician Scheduling: Coordinate and assign daily/weekly patient schedules for Registered Nurses, Therapists, and Home Health Aides based on physician orders, patient geographic location, and staff availability.

·       Episode Continuity: Ensure required initial, recertification, and follow-up visits are scheduled within specified regulatory timeframes (e.g., Start of Care within 48 hours of referral or physician-ordered date).

·       Missed Visit Tracking: Track and document any missed or rescheduled visits immediately, ensuring the assigned clinician notifies the physician according to state and Medicare guidelines.

3. Medical Orders & Physician Signature Tracking

·       Order Processing: Receive, log, and process incoming physician verbal orders, interim orders, and Plans of Care (Form CMS-485).

·       Physician Signature Tracking: Continuously track outstanding, unsigned orders sent to attending physicians. Follow up diligently to ensure signed orders are returned within state-mandated timeframes (typically within 14–30 days depending on state regulations) to ensure billing compliance.

·       System Entry: Input all verbal orders and physician modifications accurately into the Electronic Health Record (EHR) software.

4. Discharge Notices & Compliance (5-Day & 2-Day Notices)

·       2-Day NOMNC Notices (CMS-10123): Manage the timely issuance of the Notice of Medicare Non-Coverage (NOMNC). Ensure the patient or their legal representative receives and signs the NOMNC at least 2 calendar days (or 2 visits prior) before Medicare-covered services end, preserving their right to an expedited appeal.

·       5-Day Discharge / HHCCN Notices: Prepare and issue the Home Health Change of Care Notice (HHCCN - Form CMS-10280) or standard agency 5-day discharge notification when care is being reduced or terminated for non-coverage reasons, ensuring the notice is properly logged in the EHR.

·       Appeals & DENC Processing: Coordinate immediately with the Quality Improvement Organization (QIO) and clinical leadership if a patient appeals a discharge, delivering the Detailed Explanation of Non-Coverage (DENC) within the legally required same-day timeframe.

5. Patient Communication & Secure Plan of Care (POC) Delivery

·       HIPAA-Compliant Electronic Transmission: Email signed Plans of Care (CMS-485), summaries, or educational materials to patients or authorized representatives using HIPAA-compliant, encrypted email platforms.

·       Patient Preferences & Documentation: Verify that patient written consent for electronic communication and unencrypted/encrypted email delivery preferences are on file prior to transmitting Protected Health Information (PHI).

·       Communication Oversight: Ensure all patient email and phone inquiries regarding their Plan of Care are logged in the chart and directed to the appropriate Clinical Supervisor or primary nurse.

6. Office Administration & Front Desk Operations

·       Call Management: Serve as the primary professional voice of the agency by answering incoming phone calls, screening inquiries, taking accurate messages, and routing calls to clinical staff, physicians, or management.

·       Front Office Operations: Maintain office equipment, order clinical and office supplies, manage incoming and outgoing mail/faxes, and preserve a clean, professional, and secure administrative environment (ensuring physical PHI is locked and hidden from visitors).

Qualifications & Requirements

·       Education: High School Diploma or GED required; Associate or Bachelor’s degree in Healthcare Administration, Human Resources, or Business preferred.

·       Experience: Minimum of 2–3 years of office management experience, preferably within a Home Health Agency, Hospice, or Healthcare setting. Demonstrated experience in handling Medicare Form CMS-485 (Plan of Care), NOMNC notices, and healthcare HR credentialing.

·       Software Skills: Proficiency in Home Health Electronic Health Record (EHR) software ( Axxess,) and secure HIPAA-compliant email/communication tools.

·       Compliance Knowledge: In-depth understanding of HIPAA / HITECH Privacy Rules. Working knowledge of Medicare Conditions of Participation (CoPs) and state Department of Health regulations for home health.

·       Key Competencies: Outstanding verbal and written communication, exceptional multi-tasking under regulatory deadlines, strong organization, and compassionate customer service skills.