What are the responsibilities and job description for the AFC Administrative Assistant position at Tri-Valley, Inc.?
The basic function of the Administrative Assistant is to provide administrative support for the Adult Family Care Department
Responsibilities:
- Performs neat and accurate typing of required forms (physical exam forms, semi-annual physical updates, initial teaching forms, plan of care, ER Sheets, medication order verifications, contracts, new placement information and annual caregiver/client contracts). Maintains current computer files of all data.
- Policy Manual – Responsible for typing additions and deletions authorized by Program Manager to the department policy manuals and maintaining all manual information.
- Responsible for making sure new forms are copied and replaced in the Form File Drawer for department staff use.
- Completes all filing for the department, making sure all files are up to date. Maintains culled file and discharged client and caregiver files.
- Telephone coverage – Handles AFC potential caregiver referrals and answers phone when staff is unavailable. Explains and answers questions about the AFC Program.
- Uploads Prior Authorization Requests into the MassHealth LTSS Portal.
- Responsible for copies and distribution of all medical forms and emergency fact sheets to appropriate providers and others as needed.
- Performs weekly MassHealth eligibility checks for the AFC Department.
- Maintains a “Hold File” of all correspondence and forms mailed and awaiting responses. Keeps team apprised of work outstanding.
- New Placements – Prepares home notebook, client notebook, caregiver notebook, contracts, plan of care and emergency sheet. Makes sure RN and Caseworker have all necessary paperwork for making a new placement.
- Run CORIs annually for caregivers, alternate caregivers as needed, new caregivers and if someone over 18 is moving into the home.
- Provides back-up for receptionist desk as scheduled.
Essential Functions/Qualifications:
- Regular and reliable attendance.
- Organizational and time management skills.
- Communication Skills with consumers, physicians, family members, providers (telephone, email or in person, as needed).
