Office Manager

I. Qualifications

A preferred experience of 2 years or more in office management, or similar work experience. The position requires an emphasis on customer services. The position requires strong office management skills, including telephone presentation, bookkeeping, clerical, and high organizational aptitude. Must be able to communicate effectively with, and express the hospice concept to team members, patients, families, community members and physician offices.

II. Responsibilities

The Administrative Assistant works in conjunction with the Executive Director and the Interdisciplinary Team to ensure efficient processes and communications are operating effectively within the organization.

The Administrative Assistant is responsible for:

• Typing letters and reports are requested neatly and accurately.

• Ensuring the phone is answered courteously and messages are directed as indicated.

• Obtaining and distributing mail appropriately and in a timely manner.

• Retrieving and mailing patient and office documents within regulation time frame.

• Identifying and ensuring clerical duties are carried out within the office in a timely manner.

• Organizing and scheduling duties while utilizing suitable time management.

• Taking and/or directing referrals to the appropriate person(s).

• Maintaining an updated patient list and submitting it to the Billing Coordinator as requested.

• Initiation and organization of patient records and obtaining information needed to complete Patient Medical Records in a timely manner. Processing of required information for insurance billing.

• Filing in patient records accurately in a timely manner and directing incomplete records to appropriate parties.

• Processing patient prescriptions with staff and physicians in a timely manner.

• Review of the Patient Medical Record (ongoing) in Accordance with audit sheet to ensure chart completeness.
• Maintaining personnel files, keeping them current, obtaining necessary documentation and filing in a timely manner.
• Tracking other pertinent employee information and submitting it to the Executive Director.
• Providing a positive image of Lilycare of New Mexico in the office and with the general public.
• Training and familiarizing volunteers and/or/ office assistant with office protocol.
• Ensuring cost effective practices are observed.
• Other duties as indicated by the Executive Director or Senior Management, including upholding the Hospice Code of Ethics.

III. Orientation and Training

Lilycare of New Mexico will provide orientation and training, as necessary, to assist the Administrative Assistant in performing the responsibilities listed above. Training may be in-house or outside seminars. Evidence of orientation and training will become part of the personnel file.

IV. Reporting

Reports directly to the Executive Director.