Office Assistant en Bethesda at Home

BETHESDA AT HOME

OFFICE ASSISTANT JOB DESCRIPTION

Job Summary: The Office Assistant is responsible for supporting the daily operations of the Home Health and hospice department. This position is responsible for developing and maintaining the Home Health and hospice Aide schedules, ensuring timely and efficient coverage for client needs. The role also includes performing essential office and clerical duties, such as managing communications, maintaining accurate records, and assisting with the preparation of necessary documentation. Additionally, this role is responsible for processing patient information and coordinating with healthcare providers. Billing responsibilities are also a key aspect of the role, requiring attention to authorizations, obtaining initial approvals and tracking expiration as well and submitting renewals.

Job Relationships:

A. Reports to: Bethesda at Home Director or assistant director

B. Internal Relationships: RN Case Managers, LPNs, Home Health Aides (HHAs)

C. External Contacts: Clients & Family Members, Visitors, Other Community Providers

Hours of Work:

Monday - Friday, 8:00 am to 4:30 pm.

Dress Code:

Professional casual dress wear and name badge.

Essential Requirements of Work: (Minimum qualifications necessary to function at full productivity.)

1. Education:

o High school graduate or equivalent.

2. Experience:

o Previous health-related experience desirable.

3. Personal:

o Highly developed communication skills (oral and written).

o Proven time management skills.

o Self-motivated.

o Attention to details and ability to multitask with shifting priorities.

o Problem-solving skills.

o Ability to direct.

o Ability to ensure confidentiality.

o Ability to learn from mistakes.

o Provide a pleasant attitude and cheerful disposition toward staff, clients, and families.

4. Job Knowledge:

a. Ability to answer, direct, screen calls and take messages politely and accurately.

b. Basic computer knowledge.

c. Ability to type and use word processing with a high degree of accuracy.

Physical Demands of the Job:

a. Prolonged sitting.

b. Occasional kneeling, stooping, squatting, twisting and bending.

c. Infrequent lifting up to 50 pounds.

Principle Job Responsibilities:

Responsibility: Complete Home Health and hospice Aide schedule.

1. Accurately complete schedules for two-weeks and at least one week in advance.

2. Modifies the schedule as needed.

3. Communicate schedule changes to client or family and staff.

4. Notifies RN Case Manager of scheduling conflicts or changes.

5. Initiate Missed Visit Report for all missed visits and give to the RN Case Manager.

6. Verify completion of visits and services by all clinical staff and report discrepancies to Director and Clinical Coordinator.

Responsibility: Clerical duties.

1. Maintain adequate office supplies and forms.

2. Complete Admission folders and assist with building client charts and admission forms as needed.

3. Answer telephone, direct calls to appropriate destination or take messages in a professional and friendly manner.

4. Act as the liaison for fax communication between Home Health & hospice team and external providers such as hospitals, clinics and specialists.

5. Provide other clerical support to Director and RN Case Managers as needed.

6. Maintain compliance with organizational standards and applicable regulations.

Responsibility: Maintain client clinical record.

1. File progress notes as requested.

2. File other documentation at the request of the RN Case Manager.

3. Thin charts as needed.

4. Fax physician orders and track the return of the orders.

5. Upload physician documentation, orders, and other records into the EMR system accurately and promptly.

6. Support compliance with state licensing requirements and participate in survey readiness activities.

Responsibility: Accounts Receivable.

1. Manage insurance authorizations: obtain initial approvals, track expiration dates, and submit renewals throughout the plan year.

2. Other duties as assigned.

Professional and Personal Growth:

A. Report to and leave the work area on a timely basis.

B. Participate in annual performance evaluation process.

C. Write yearly personal goals.

D. Attend team meetings, training, and in-services as requested.

E. Maintain professional conduct and a pleasant, friendly attitude towards staff, clients, and family members.

F. Be willing to learn and change to meet needs that arise.