Administrative Assistant, Outpatient Therapy

Job Type
Full-time
Description
The Administrative Assistant ensures that all Outpatient Therapy clients are serviced in an accurate, conscientious, and timely manner with both timely intake and the proper staffing of appropriate personnel.
Responsibilities:

1. Assign and schedule field staff to provide care and services for patients, in any "zone", as directed by the Supervisor/Director of OPT. Ensure that all staff have the necessary information to properly care for the client, including but not limited to, demographic information, directions, stated needs or requests and care plan whenever possible.
2. Answer phone calls from field staff and patients; appropriately handle or refer the call and document follow-up, and/or resolution of the situation. Responding promptly and courteously to all patient/client inquiries or problems. As well as getting the Nursing Supervisor/Director involved whenever necessary.
3. Provide patients or families with accurate schedules as needed and follow-up regarding: coverage, call-offs and cancellation of staff and keeps the Supervisor/Director of all such issues and completes notes documenting resolutions within the computer system (Kantime).
4. Tracking hours and attendance for all staff. Communicate issues and concerns to the Supervisor/Director for follow-up and documents same with notes in the computer system.
5. Ensure all shifts/visits are completed in the system accurately & timely, according to time sheets and clocking system reports in efforts to minimize payroll errors.
6. Assist with orientation of new team members as directed by Supervisor/Director and/or HR Director.
7. Maintain confidentiality of all information in accordance with state/federal regulations, company policy and HIPPA requirements.
8. Daily Meeting with Supervisor/Director, requiring good communication and organizational skills.
9. Adds medications to all pending start of care charts before leaving for the day. If not able to complete, notifies appropriate intake individual.
10. Assists with putting in referrals as needed, completing demographics, insurance ID and medications and calls patient or designated point of contact to verify address. Once completed, sends referral to appropriate intake individual.
11. Checks efaxes in Kantime periodically throughout the day, prints and gives to appropriate intake nurse
12. Reviews faxes received (3PM or later) to make sure they have been received.
13. Takes calls/messages when intake unavailable
14. Assists with making calls to new referrals to verify address and notates in journal note
15. Updates physician/patient information in Kantime as needed
16. Assists with creation of nursing and therapy schedules, ensures all visits are coded correctly
17. Completes necessary productivity reports
18. Assist with administrative tasks in the office
19. Other duties as assigned.

Requirements
Qualifications:

• Experience in healthcare staffing, strongly preferred.
• Average to above average computer skills, including word processing and data entry.
• Must be a self-starter, pro-active person, able to work with minimal supervision
• Must be a team player dedicated to providing a high level of customer service, with a positive attitude
• Must be able to communicate effectively and possess well-developed interpersonal, organizational, and problem-solving skills.
• Ability to effectively interact with all employees
• Ability to be well organized and prioritize effectively

Physical Requirements:
Ability to perform the following tasks if necessary:

• Ability to participate in physical activity.
• Ability to work for extended period of time while standing and being involved in physical activity. Moderate lifting.
• Ability to do extensive bending, lifting and standing on a regular basis.