Administrative Assistant

Position Overview: Responsible for assisting in and supporting the day to day operations of Open Systems Healthcare by providing general support to areas including but not limited to; sales, payroll, human resources, recruiting, payroll, marketing, support for the clinical team.

Essential Job Functions:

• Conduct Emergency Preparedness Plan phone calls to caregivers and clients when the EPP is implemented.
• Conduct shift confirmation phone calls weekly to confirm caregivers for weekend and holiday shifts.
• Confirm caregivers appointments for orientations.
• Assist Human Resources with completing credential calls/emails weekly.
• Assists in weekly payroll process; including but not limited to

• Review and remedy call dashboard/EVV related prebilling issues compliantly and accurately
• Review completion of care plan for accuracy and alignment with care plan.
• Communicate and collaborate with client and caregiver to address missed tasks, missed calls.
• Address EVV setup issues with office staff/OSH Rep.
• Review over authorizations and discrepancies with schedule.

• Escalate over authorizations and discrepancies with schedule to appropriate OSH representatives.
• Escalate conflicts, grievances, incidents, etc. to appropriate OSH representatives.
• Ensures documentation compliance with local, state, and federal regulations as well as Agency policy.
• Ensures employees are properly paid for travel time, orientation, in-services, etc. according to federal, state, and local law.
• Assist with quarterly customer service surveys and document results according to company policy. Complete by the last day of every third month.

• Complete follow up calls for investigations/grievances/incidents, within 24 hours of receiving the call, to collect all necessary facts.
• Complete PHO forms with both consumer and caregiver during the first shift. Complete PHO follow up within 3 days of the original PHO.
• Initiate retraining of EVV training for caregivers when designated by office staff.
• Performs all other duties as required and assigned by OSH representative.
• Follows Open Systems Healthcare’s Policies and Procedures.

• Follows Federal, State and local rules and regulations pertaining to home care services.

Required Qualifications:

• High School diploma or GED equivalency, preferred.
• Basic understanding of Microsoft Office.

• Evidence of Tuberculosis screening that meets CDC guidelines.
• Must have a reliable form of transportation.

Preferred Competencies:

• Able to work in a fast paced work environment.
• Ability to effectively communicate externally as well as internally with all levels of the organization.
• Focus on Consumer Needs: Anticipate, understand, and respond appropriately to the needs of internal and external customers to meet or exceed their expectations within the organizational parameters.

• Ability to handle confidential information in compliance with HIPAA.
• Ability to handle sensitive information in a calm and professional manner.
• Ability to lead change and innovation.
• Ability to manage multiple tasks on a daily basis and manage time efficiently.
• Public relations ability, interpersonal skills and professional telephone manner.

Work Environment and Physical Demands:

• This role functions primarily in a home office environment and has regular contact and use of laptop, monitors, printers.
• The employee is occasionally exposed to a variety of conditions at consumer sites.
• 30% or more travel time possible dependent on need.

• Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.
• Ability to perform tasks involving physical activity, which may include light-medium moving and extensive self-positioning.