Administrative Assistant/Excell Private Care/ Tulsa

Administrative Assistant

JOB SUMMARY

The Administrative Assistant is responsible for managing all aspects of the staffing and scheduling of clients for the Home Care Department. This position also requires establishing and maintaining positive relationships with all related entities (external Case Managers, clients and their families, field employees, internal staff, referral sources, etc.), responding to staff concerns and requests, and maintaining accurate information to assist in the coordination of patient services and staff availability.

DUTIES & RESPONSIBILITIES

1. Serves as the primary and secondary responder to all inbound phone calls.

2. Responsible for maintaining information involving current staffs’ demographics, skill sets, availability and productivity levels.

3. Assists in the intake process by supplying staffing solutions to new patients.

4. Accurately completes all workflow associated with staff requests for scheduling changes, caseload reassignments, missed visit reports, visit time exceptions, client scheduling changes, and all associated workflow assigned and delegated by direct supervisor.

5. Communicates effectively, professionally, and thoroughly with field staff regarding coordination of care expectations, educates and enforces deadlines, and establishes and maintains positive working relationships with current staff.

6. Demonstrates commitment, professional growth and competency.

7. Provides insight to identify needs for additional staff.

8. Screen and provide on call phone services after hours and delegate needs as needed to appropriate department.

9. Ensures compliance with all state, federal, & Medicaid and Medicare regulatory requirements.

10. Participation in all training and continuing education as required by Director or Educator.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by the employee of this job. The employee may be requested to perform job-related tasks other than those stated in this description.

JOB REQUIREMENTS (Education, Experience, Knowledge, Skills & Abilities)

1. Speak fluent English (occasionally decipher clients with language barrier) and demonstrate strong written and oral communication skills in person, over the phone (verbal and text), and over electronic means (email and state systems).

2. Establishes productive organizational skills and habits, time management, and task management skills.

3. Provides excellent customer service skills

4. Demonstrates strong team skills and collaboration.

5. Autonomous, assertive, flexible and cooperates in performing job responsibilities.

6. Technical aptitude to know, learn, differentiate, and master software used:

Authenticare

Wellsky

Harmony

Excel

Pennant Services

7. Ability to multitask in a fast-paced environment.

8. Promote and demonstrate the company’s core values and mission.

9. Speak fluent English, demonstrate excellent verbal and written communication skills.

10. Requires intermediate computer skills using office-based word processing systems.

WORKING ENVIRONMENT

Mostly indoor working environment. Considerable time is spent at a desk using a computer terminal, performing administrative tasks, answering phones, and frequent interruptions.

PHYSICAL REQUIREMENTS

Standing, walking, sitting, twisting, climbing, bending/reaching, driving, weights lifted or carried up to 10 pounds, weights pushed or pulled up to 10 pounds. Finger dexterity for writing & typing. Occasional local travel.

COMPENSATION

The position is an hourly non-exempt position.