Operation Specialist

Description

Family Tree Private Care is a leading and trusted provider of concierge-level advisory services to older adults, those living with disabilities, and their families. Family Tree Private Care is an ideal fit if you are looking for a fulfilling opportunity, passionate teammates, and a growing company to help support your career.

The Company is based in Texas and is an award-winning healthcare services company that is ranked on the INC 5000 list of America's Fastest Growing Companies. The parent company has grown organically and through acquisition to become one of the region's fastest-growing healthcare services operators.

Despite our growth, we remain most proud of two things: Our premier reputation in the communities we serve and our culture of developing and promoting future leaders from within the company.

ROLE AND RESPONSIBILITIES 

• Organizes, sorts, and maintains documentation in client files in a timely manner. 
•  Provide clerical support which may include preparation of admission and/or orientation packets, and/or making copies of documents for client services team to utilize in a residence. 
• Provides data entry support to client services team which may include uploading client record information after clinical review, assisting with client record compliance checks, and uploading clinical faxes to the client record. 
• Systems management for designated region which include Ticketing system, DocuSign, and faxing system. 
• Performing clerical tasks of faxing POPOC, verbal orders, and care summaries for Physician signatures.  This task includes follow-up calls to confirm receipt of fax. 
• Assist with running reports daily and follow up with physicians to obtain signatures in a timely manner. Must ensure medical record compliance is maintained.
• Monitor and review the task checklist to ensure Care Providers complete documentation in a timely manner. 
• Assist client services team with searching for incident reports weekly, printing and providing them to Director of Clinical Services or Director of Nursing for further follow up. 
• Participate in new Care Provider training orientation as needed. 
• Demonstrate thorough understanding of company business model and philosophy and be able to articulate such knowledge effectively and convincingly. 
• Assist with process of physician credentialing verification. 
• Assist with obtaining Care Provider current documentation, such as Driver Licenses, Auto Insurance, etc.
• Coordinate team building events, special events, and recognitions for Divisional staff (e.g. birthday cards and sympathy cards to clients and employees, employee appreciation, holiday parties & decorations, Caregivers Week, Nurses Week). 
• Coordinate team building events, special events, and recognitions for Divisional staff (e.g. birthday cards and sympathy cards to clients and employees, employee appreciation, holiday parties & decorations, Caregivers Week, Nurses Week). 
• Meeting management, including scheduling, preparing agendas, printing material as needed, taking notes, distributing action items, and arranging catering as needed (includes full meeting facilitation for certain key meetings). 
• Assist other departments as needed with friendly, positive team-oriented attitude. 

OUR BENEFITS:

• 9 Paid holidays (New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas Day)
• 2 Floating Holidays (to use at your discretion)
• Your Birthday Off
• 40 hours Sick Time
• 2 weeks of PTO
• Life Insurance
• 401K
• Annual Performance Review
  • 3-5% Merit Increase
• Company Bonuses
• Training Opportunities and Professional Development
• Employee Recognition Program
• Remote Work Options
• Pet-Friendly Workplace
• Company Sponsored Events
• Employee Discounts

Requirements

 ADDITIONAL SKILLS 

• Hungry, Humble, Smart.  

• Eager to deliver exceptional customer service to all stakeholders.  

• Fluent in basic Microsoft Office 365 functions (Outlook Calendar, Word, Excel, PowerPoint) 

• Tech-savvy with a proven ability to leverage technology to drive efficiency.  

• Strong organizational and communication skills. 

• Positive team player who can collaborate and partner with all staff and hold team accountable. 

• Ability to balance and prioritize needs of multiple individuals. 

• Available to assist and resolve issues after hours as required.  

• Compassionate and empathetic. 

• Excellent verbal and written communication skills. 

• Excellent interpersonal and customer service skills. 

• Proficient in Microsoft Office Suite or related software. 

• Excellent organizational skills and attention to detail. 

• Basic understanding of clerical procedures and systems such as recordkeeping and filing. 

• Ability to work independently. 

QUALIFICATIONS AND EDUCATION REQUIREMENTS 

• Associates degree required, bachelor's degree in related field preferred. 

• Three to five years of experience in an administrative role. 

OTHER REQUIREMENTS 

• You must be able to lift up to 50 pounds at times with or without assistance. 

• Ability to drive when required throughout company.  

• Prolonged periods of sitting at a desk and working on a computer