Private Care Administrative Assistant - Part Time

Overview

Incumbent provides clerical assistance to the Director VNA Private Care Services. Responsible for administrative and general support to VNA Private Care Services, managers, office staff, and field staff and other VNA internal departments to ensure effective and efficient office operation.

The position requires ability to work independently, exercising judgment and initiative as well as flexibility. Responsibility includes Position performs a variety of routine and complex duties, many of which are confidential in nature. the ability to evaluate systems and processes, identify opportunities for improvement as it relates to patient scheduling services and ease of staff use.

Integrate and demonstrate the Core Values of the VNA in all aspects of work responsibilities

Responsibilities

• Receive, screen incoming calls, emails, and faxes, and maintain accurate messages, and relay promptly to the appropriate person
• Provide back up for all office phones in department
• Demonstrate customer service when responding to all department inquiries, whether by phone, email or in person with accurate and timely information; ensure timely follow through as needed
• Provide communication to staff in the form of memos and verbal communication any changes/issues/concerns from the Director or Office Staff
• Maintain client medical records from admission through discharge such as scanning and attaching documents into electronic medical record (EMR), ensure that all physician orders sent out are received and recorded in the EMR, track and ensure that all field staff have submitted paper notes as required in a timely manner, ensure EMR is complete at discharge, copy and mail charts or records for clients with LTC insurance.
• Assist other office staff with scheduling and staffing to ensure prompt scheduled service for the client
• Plan, organize and perform tasks and duties to support department and staff workload, such as creatingformsanddocuments,presentations,schedulingmeetingsandvarioustrainingseminars, confirming attendees, preparing training materials and room set up, calculating OT, verifying payroll accuracy.
• Creates forms and tables, creates and types business letters; knowledge and practice of word, excel, and power point programs essential to carry out duties. Acquires and maintains knowledge and proficiency with HCHB as it relates to job requirements
• Assist others with assignments; support office staff with documents, letters or cards they may need for staff, clients and families.
• Perform routine office duties, such as scheduling internal meetings, processing mail, maintaining and ordering office supplies and forms, processing purchase orders, verifying invoices, making copies, scanning, faxing, filing, and other duties as required.
• Set up and maintain statistical spreadsheets for patients/vendors/billing etc. as information gathering tools.
• Assist Human Resources by tracking and retrieving required compliance documents from associates in a timely manner. Assist in aspects of the recruitment/selection process to support staffing goals and objectives.
• Follow HIPAA guidelines and maintain all protected health information (PHI) obtained in the course of work as confidential and, as such, should not be a matter of discussion with co-workers or others outside of the Agency
• Comply with VNA policies and procedures; Follow VNA safety policies/procedures. Report accidents or unusual incidents immediately to the supervisor and Human Resources
• Assist in orientation of new staff or on-going education of field and office staff as needed
• Participating in committees as desired and/or requested without interfering with regular work
• Attend required meetings and complete mandatory education by the department deadline
  
  

Qualifications

• Two years’ related experience
• Experience with Microsoft Office Suite, including Outlook, Word, Excel and Powerpoint
  
  

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