Executive Assistant

Health Home Care Management

Executive Assistant

Essential Job Functions

Description:

The Executive Assistant is responsible for managing schedules and communications of the Sr. VP of Health Homes. Duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and providing administrative assistance. The Executive Assistant functions as an important & versatile member of the Health Home Care Management team, responsible for assisting leadership with activities that will achieve positive outcomes for the program, advancing the mission of SKIP. Responsibilities of this position are ever evolving and may change based on needs of the department so the Executive Assistant must be professional, adept and flexible.

Qualifications:

• Master’s in Public Administration/Health, Communications, Education, Social Work or related field. *A Bachelor’s degree combined with related work experience may be substituted.
• Demonstrated track record of progressive growth in responsibility and management.
• Knowledge of Medicaid, Department of Health, Health Home Care Management, OPWDD and/or services for medically fragile/developmental disability populations preferred.
• Strong time management, organization, written and verbal communication skills, including ability to deliver small and large scale presentations to internal and external stakeholders.
• Proficiency in electronic health records and computer technology.
• Ability to multi-task and prioritize in a high paced environment, in-office.

Reports to: Sr. Vice President of Health Home.

Position Overview:

• Provide oversight to Intake-Enrollment, Quality Assurance, Billing, Compliance and Training.
• Organize meetings, including scheduling appointments, sending reminders, and organizing/preparing for Sr. VP’s review any documents that need review or presenting.

• Assist with note taking, preparing staff meeting presentation materials and agendas. Actively assist with all-staff, office and team meetings, helping facilitate and lead meetings as needed.

• In the absence of a QA team member or Trainer, the Executive Assistant is expected to assume the job duties of that role until the position has been back-filled.
• Assist Sr. Vice President with creating strategic design of process in order to streamline efforts and increase efficiencies.
• Attend meetings in place of Sr. VP, take notes and issue overview to Sr. VP.
• Act as a liaison with Health Home partners, Managed Care Plans, State oversight agencies such DOH, OPWDD, Medicaid, and/or other external contacts
• Assist in developing and implementing new policies, processes and procedures, ensuring written processes are created and maintained.
• Ability to translate complex concepts, including regulations, and present feedback/guidance to others in a manner understandable to staff with various learning style and needs. Assist with research, review of policy/guidance documents and assist with analysis-development of policies/program tools as needed.
• Utilize internal tracking systems to monitor/ensure compliance of client eligibility and level of care (LOCs), assisting with follow-up to ensure supporting documentation is obtained.
• Submit DSS-5144 disability determination packets to LDSS/NYS and develop strategies for obtaining proof of client disability status through Social Security Administration.
• Provide support with Health Home/Managed Care Gaps in Care and Hospital/ER visit reporting, supporting Care Managers in following Transitions of Care and Preventive Care policies. Ensure hospital alerts and GAPs in Care follow-up are recorded in case notes.
• Facilitate case transfers and assist with client transitions as needed.
• Assist with identifying, documenting and tracking incidents, helping manage incident reports & memos, use of IRAMs, ensuring steps are taken to safeguard health and safety of clients.
• Assist in developing and delivering training curriculum modules in partnership with the agency trainer, including effective use of learning management systems.
• Conduct interviews for program staff as needed, including drafting and/or modifying existing job descriptions.
• Provide support and promote accountability, collaboration, and positivity across Care Management Team. Act as back-up when Sr. VP/Directors are out of the office.
• Assist Care Managers and Supervisory staff with documentation transmittals, obtaining electronic signatures on program paperwork, through effective use of platforms such as DocuSign.
• Assist supervisors to finalize plans/assessments and help with general compliance follow-up.
• Conduct follow-up to obtain essential documentation from different governing bodies and collateral contacts. Assist with documentation uploads to electronic health record systems and other administrative quality checks where appropriate to ensure records of clients are kept current.
• Assist with monthly billing and core contacts, ensuring necessary documentation is complete
• Effectively work within Health Commerce System, Uniform Assessment System (UAS), MAPP, Health Home Care Management electronic health record systems including Netsmart/Foothold, Sharepoint, Relias, Trakstar, MAS Portal, using various other information technology as required. *Provide computer/technology supports as needed.
• Partner with QA team to complete audits and maintain record compliance.
• Approve timesheets and expense reports as needed.
• Guide Care Management staff to effectively support families with accessing Nursing, Home Care, DME, Supplies, Home and Vehicle Accessibility, Transportation, Respite, Habilitation, Palliative Care, Therapies, parent/family support opportunities, grants and other services of relevance to the population.
• Assist the department with additional responsibilities in support of care management staff, completion of reports and/or other administrative tasks as assigned by Supervisor.

Additional Position Responsibilities

· Be able to physically handle large client binders and case records.

· Potentially go to client homes or community locations where there may be animals present.

· Climb stairs. Take elevators. Use public transportation.

· Possibly drive long distances, going to distant counties.

· Be present, engaged and assist with special projects and other duties as assigned.

Employee Acknowledgement

The job description is intended to provide an overview of the requirements of the position. As such, it is not necessarily all-inclusive, and the job may require other essential or non-essential functions, duties, or responsibilities not listed herein. Management, at its sole discretion, reserves the right to change, alter, and /or otherwise modify this job description at any time.

Regular, dependable attendance and punctuality are essential to this position and required

Pay Rate: $75,000.00 yearly

location: In Office

Full-Time

Job Type: Full-time

Pay: $60,000.00 - $75,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Ability to Relocate:

• Rochester, NY 14624: Relocate before starting work (Required)

Work Location: In person