Administrative Assistant- Ronan

Who We Are: 

Partners in Home Care is a nationally accredited non-profit organization that has been providing quality home health care services to patients and families throughout Western Montana since 1987. We are passionately committed to assisting patients and families in achieving optimal health, independence, and comfort through high quality, cost-effective home and community health-related services. With a staff complement of 200 strong, we serve a radius of 100 miles around Missoula with a broad array of professional healthcare including nursing, occupational therapy, physical therapy, social work and bereavement support. Our programs encompass Home Health, Hospice (the largest Hospice in the community), Home Infusion, Home Medical Equipment (including home modifications for those who want to age-in-place) and HCBS (the Medicaid “waiver” program that supports those who wish to live with independence).

What We Offer:

• Flexible schedule
• Benefits that include health, dental, vision, 401k retirement plan with company match, disability insurance, and more
  
• Paid Time Off that is very generous including extended leave and float holidays
• Tuition reimbursement
• Annual training budget for personal development
• Professional co-workers who are great at their jobs and love to help patients

Job Summary:

The Administrative Assistant works closely with the Ronan branch team members and reports directly to the Home Health Clinical Manager. This position will provide administrative support to field and on-site staff working in all PIHC departments from the Ronan location. This position requires a professional level of oral and written communication skill set and the ability to be self-directed. Will have frequent contact with patients, nurses, therapists, social workers, CNAs, pharmacists, physicians, and other healthcare professionals.

Essential Duties and Responsibilities:

1. Opens, closes, and maintains a presence in the branch during working hours. Oversees and performs all administrative duties of the branch office and ensures that office is operating efficiently. Maintains accurate documents and/or spreadsheets pertinent to department. Performs miscellaneous office work including but not limited to maintaining physical and digital filing system, faxing, scanning, copying, shipping/receiving, and routing of clinical/clerical information.

2. Provides administrative support to clinicians for referrals, admissions, patient communications, and scheduling through electronic medical record system. Processes and tracks clinical data including intake referrals, patient census data, clinician schedules and caseloads, and other metrics as assigned.

3. Assists the PSC- schedulers in meeting regulations and time requirements for Home Health SOCs, ROCs, RCTS, and subsequent visits for nursing and therapy clinical staff as directed by the Clinical Manager.

4. Runs daily and weekly reports. Completes all tasks associated with the data found in those reports as instructed.

5. Coordinates and orders clinical, office and branch specific supplies and equipment. Maintains inventory of clinical supplies for Home Health and Hospice.

6. Coordinates and supports Quality Improvement activities identified through the QAPI program, which may include supervisory visit audits, annual skills fairs, and Hospice program bereavement audits.

7. Delivers professional standard customer service through written communications using multiple agency platforms ensuring timely response to internal and external requests. Creates, builds, and promotes positive, effective relationships within and between the branch offices and among the staff, patients, providers, and communities we serve.

8. Attends education meetings to ensure new employee competency level achievements allowing proper assignment of visits. Attends weekly meetings such as conferences and scheduling. May be asked to organize and facilitate meetings.

9. Provides coverage to other schedulers for vacations, sick time or when otherwise needed.

10. Maintains and creates clinical staff monthly schedules ensuring weekend and on call coverage.

11. Maintains relationship and communication with all vendors, including building maintenance and housekeeping.

12. Handles inquiry calls or drop-in visits regarding general program information. Serves as a resource for PIHC services.

13. Works with Missoula Branch Admin Assistant and PSCs for Home Health and Hospice as needed to complete workflow and continuity of branch operations.

14. Performs other duties as assigned by supervisor.

Minimum Qualifications:

Qualifications include 1-2 years of Administrative Assistant experience. College degree preferred. Prior experience in health care and/or medical terminology preferred. Advanced proficiency with MS Office and desktop publishing required. Excellent interpersonal and communication skills required.

Physical Demands & Working Conditions:

Work requires sitting in an office environment and the ability to perform light lifting and carrying on a frequent basis and a medium lifting occasionally. The position requires

working in a variety of positions, including sitting, standing, kneeling, bending and squatting.