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POSITION SUMMARY:

Provides office and clerical support including typing correspondence, reports and documents, maintains filing systems and coordinates daily interoffice activities.

Reports to: Director of Nursing

QUALIFICATIONS:

1. High school graduate. College degree preferred.
2. Minimum of one (1) year experience in a business setting, preferably in health care.
3. Knowledge of medical terminology helpful.
4. Speak, read, write and comprehend English.
5. Good communication, interpersonal, telephone and documentation skills.
6. Data entry and word processing skills.

ESSENTIAL FUNCTIONS/AREAS OF ACCOUNTABILITY:

1. Provides clerical support to agency management and supervisory personnel:
   a. Types correspondence, reports and documents.
   b. Schedules appointments for management staff and schedules meeting rooms.
   c. Prepares updates to policies and procedures as directed.
   d. Prepares statistical reports as needed.
2. Maintains inventory of office supplies and medical supplies:
   a. Establishes agency standards and appropriate reorder points.
   b. Monitors supply needs and assures availability of supplies needed.
   c. Prepares client invoicing as directed and forwards these to the billing department.
3. Assists with the billing process:
   a. Assists with data entry of schedules for billing and payroll.
   b. Maintains current admission log.
   c. Monitors return of doctors’ orders.
   d. Logs all new clients onto admission log.
4. Assists with hiring process for direct care staff:
   a. Screens potential applicants for identified positions.
   b. Provides new applicants with employment forms and assists with information gathering.
   c. Requests references on applicants.
   d. Assists in orientation and training of new clerical staff.
5. Performs job in compliance with agency policies and procedures as well as community and professional standards:
   a. Accepts responsibility in accordance with the role of the Office Manager.
   b. Assures compliance with applicable laws.
   c. Attends meetings and educational programs as required.
   d. Participates in the agency quality improvement activities.
   e. Maintains confidentiality in all aspects of the job.
6. Communicates necessary information to supervisor and management team to ensure coordination of services and activities:
   a. Attends clinical staff meetings as needed to communicate information needs as they relate to physician orders and other timely written reports.
   b. Contacts clients, referral sources, families and other disciplines as directed to assure care coordination.
   c. Assists with filing of documentation in the clinical record. Reports missing or incomplete charting.
   d. Participates and communicates with other departments to assure that tasks are accomplished.
7. Performs additional duties and responsibilities as deemed necessary.