Administrative Assistant

MECA, LLC

Job Description

Job Title:              Administrative Assistant

Department:         Early Childhood Services

Reports To:          Regional Director and MECA Management Team

Position

Description:          The Administrative Assistant is responsible for assisting the Regional Director in managing daily functions that occur in the counties served. They are responsible for managing the day-to-day office activities.

Qualifications:      To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this job description are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and

Licensure:             High School Diploma, GED, Associate degree OR equivalent experience in office administrative positions.

General

Requirements:     

• Knowledge and experience in office management
• Friendly demeanor when interacting with patients, families, referral sources, and other staff members
• Proficient computer skills in Microsoft and database systems
• Proficient organizational and record keeping skills
• Effective oral and written communication
• Excellent interpersonal and teaming skills
• Ability to work on several tasks at once
• Exercise a high level of confidentiality
• Ability to arrive to work on time

HIPAA Protected Information Access

Patient information is to be held strictly confidential.  During the time of employment as well as after termination of employment with MECA Therapies, each employee agrees to hold in absolute confidence all information regarding MECA services.

Any patient information obtained while an employee of this therapy practice shall remain confidential except to the extent allowed MECA Therapies HIPAA Policy and as part of the employee’s job description. 

Employees will discuss any questions or concerns they have with their supervisor or the practice’s Privacy Officer.  Any employee, who is not sure whether certain patient information should be released, will not release the information until discussing the circumstances with their supervisor and/or the Privacy Officer.

In the event it is discovered patient information may have been used or disclosed inappropriately, every employee is expected to notify their supervisor or the Privacy Officer.  Supervisors will report such events to the Privacy Officer so that immediate and proper steps may be taken to mitigate/minimize any adverse effects to the patient.

Employees will not face retribution solely for reporting suspected misuse or inappropriate disclosure of patient information to their supervisor or the Privacy Officer. 

 ESSENTIAL DUTIES The Administrative Assistant will operate within Local, State and Federal Regulations as well as adhere to all MECA policies and procedures by:

1. Answering all incoming phone calls, taking messages, and assisting with inquiries before directing to appropriate staff.
2. Greeting all guests and directing them to the proper department/ staff.
3. Maintaining sign-in and sign-out sheets and ensuring all staff and guests sign in and out.
4. Processing and distributing all incoming mail and faxes.
5. Maintaining inventory to include janitorial supplies and office supplies.
6. Reviewing evaluation protocol cabinet on a regular basis and requesting additional protocols as needed (when there are 10 remaining of any domain).
7. Reviewing materials to ensure we have an adequate amount (FIT family handbook, prior written notice, developmental wheels, and rights and safeguards forms).
8. Checking fire extinguishers monthly.
9. Sorting all billing and weekly payroll in outlying regions.
10. Assisting Human Resource Director in gathering and submitting needed documentation from staff.
11. Setting up conference room for meetings and trainings, ensure sign-in sheets are available at staff meetings/in-person or zoom meetings and send to HR along with the meeting agenda.
12. Completing new hire tasks: key acknowledgments, building codes acknowledgments, USB acknowledgment, Medicaid portal acknowledgment, first aid acknowledgement, universal precaution kit acknowledgement chrome/surface acknowledgment as appropriate, and deactivate building codes when staff are no longer with company.
13. Updating policy and procedures on all computers annually and as needed.
14. Maintaining computer needs and updates.
15. Maintaining copy machine and postage machines and needed supplies.
16. Compiling new hire orientation packets in outlying regions.
17. Ensuring that all doors are opened and locked each day.
18. Keeping track of and signing out all laptops, IDA kits, and hearing machines to include notifying Regional Director of supply needs and repairs needed.
19. Placing exited FIT files into manila folders and filing them in transition cabinet in alphabetical order.
20. Creating and maintaining intake packets, and stocking current forms so they are readily available.
21. Completing duties as assigned by Regional Director or Assistant Regional Director.

DOCUMENTATION

The Administrative Assistant will accurately gather and maintain documentation by:

1. Gathering all initial new hire documentation and saving in appropriate NETSHARE file.
2. (Care Coordinator duty??) Processing FIT Billing each week and on the first working day of the month in outlying regions.
3. Saving billing contact forms, billing summary sheets, service payment forms, PTO forms, Staffing Agency billing, and expense statements to appropriate file on NETSHARE.
4. Maintaining and updating staff contact list ongoing with roles, emails, and phone numbers.
5. Tracking and documenting late billing and corrections and forwarding to Regional Director and Assistant Program Director weekly for outlying regions.
6. Sending caseload to service providers electronically.
7. Complete weekly productivity and cancellation spread sheet.

STAFF DEVELOPMENT AND TRAINING

The Administrative Assistant will provide necessary support for all staff and will comply with all mandatory trainings identified by Regional Director and/or Assistant Program Director by:

1. Consulting with and training staff regarding billing processes and documentation for billing.
2. Attending all mandatory staff meetings and trainings.
3. Cross-training with other MECA administrative/office/billing staff/clinic staff.

SUPERVISION

The Administrative Assistant will receive general supervision from Regional Director by:

1. Seeking out guidance and support as needed.
2. Following guidance provided by Regional Director.
3. Providing mentorship/shadowing opportunities for newly hired office staff.

QUALITY ASSURANCE

The Administrative Assistant will maintain quality services for region served by:

1. Auditing FIT Billing Summary Sheets and FIT Contact Forms on a weekly basis
2. Communicating billing errors, corrections, and late billing to the Regional Director.
3. Acknowledging and respecting the rights of persons served.