Administrative Assistant

Responsibilities

Administrative Support

Answer and route incoming telephone calls, emails, and other communications.
Greet visitors and provide professional customer service to patients/clients, families, caregivers, and staff.
Maintain electronic and paper records in an organized and confidential manner.
Prepare, scan, upload, file, and distribute documents as needed.
Assist leadership and department staff with correspondence, reports, spreadsheets, and routine administrative tasks.
Maintain office supplies and assist with general office organization.

Patient/Client & Care Coordination Support

Receive and appropriately route new patient/client referrals and inquiries.
Assist with collecting required demographic, insurance, authorization, and referral documentation.
Follow up on missing paperwork and communicate outstanding documentation needs to the appropriate team member.
Assist with scheduling and communicating patient/client visits as directed.
Relay non-clinical messages between patients/clients, families, caregivers, nurses, case managers, staffing personnel, and leadership.
Escalate urgent patient/client concerns to the appropriate clinical or supervisory staff rather than providing clinical advice.

Documentation & Compliance Support

Maintain confidentiality of patient/client and employee information.
Handle protected health information in accordance with HIPAA requirements and organizational policies.
Assist with tracking expiration dates and collection of required employee or patient/client documentation.
Support preparation of records for audits, quality reviews, or compliance activities.
Identify incomplete documentation and route issues to the appropriate responsible staff member.

Other Responsibilities

Participate in staff meetings and administrative projects as assigned.
Maintain professional communication with internal and external stakeholders.
Perform other administrative duties consistent with the position.

Qualifications

Required

High school diploma or equivalent.
Strong organizational and time-management skills.
Professional written and verbal communication skills.
Ability to manage multiple priorities and maintain attention to detail.
Ability to maintain confidential information.
Basic proficiency with Microsoft Outlook, Word, Excel, and other office systems.

Preferred

Previous administrative experience in home health, healthcare, medical office, or a similar environment.
Experience with electronic medical record or home health scheduling systems.
Familiarity with healthcare terminology, HIPAA, authorizations, referrals, and patient documentation.
Core Competencies
Organization and attention to detail
Customer service
Professional communication
Confidentiality and discretion
Dependability and follow-through
Team collaboration
Scheduling and prioritization
Problem identification and escalation
Computer and data-entry proficiency