Administrative Associate

The Administrative Associate is responsible for providing administrative services to support a professional health home health care office. He/she possesses general knowledge of HIPAA, customer services, document management processes and electronic communication. Coordinate clinical tracking of documents related to Plan of Care, clinical/personnel requirements. In addition, the Administrative Coordinator performs audits as necessary to ensure compliance.

Minimum Education

High School Diploma or GED (Required)

Associate's Degree (Preferred)

Minimum Work Experience

2 years of administrative experience working in professional health care settings (Required)

Required Skills/Knowledge

Ability to read and understand operations manuals

Ability to maintain positive work related interaction

Critical thinking ability

Ability to maintain positive relationships with others

Must be proficient in MS Office and other software programs

Must have knowledge and understanding of the DC Department of Health, CMS, OSHA and other appropriate agencies regulation standards and requirements

Must be able to type 40 wpm

He/she must possess excellent customer service skills

A professional demeanor

Effective oral and written communication skills

Bilingual preferred

Ability to manage deadlines and competing priorities is a must

Required Licenses and Certifications

Cardio-Pulmonary Resuscitation (CPR) CPR Certification preferred .

Job Functions

Essential job duties:

• Responsible for fielding telephone calls and directing office visitors.

• Document readiness for surveys, DOH, CHAP, DHMH, binders.

• Assist in document preparation and editing for monthly and quarterly meeting.

• Distribution of all incoming and outgoing correspondence and mail.

• Responsible for tracking Plan of Care (POC) documents.

• Send verbal orders and Plan of Care to Primary Care Physicians, insurance companies and case managers.

• Follow-up on all POC's not signed in 7 days by contacting PCP's office and resubmit by fax or take to PCP's office for signature; 3 days from date faxed, call PCP to request return of POC. Notify Office Manager/Clinical Director of POC's not received in 14 days after 3 documented attempts have been made.

• Assists with electronic and manual filing of documents.

• Responsible for document reproduction, Safe Packs, tool kits, i.e.: Well Mom/Baby, Adult, Pediatric, Infusion), and Home Charts.

• Ensures timely and cooperative inter- and intra-departmental relationships and communications throughout the HSC Home Care and the HSC System and with individuals external to the company.

• Keeps the Clinical Director appropriately informed about all significant issues and problems; and seeks the Clinical Director's counsel when necessary.

• Review, adjust, verify and release visits in EVV (Electronic Visit Verification) system.

• Collate data between multiple systems.

• Guide field staff through EVV system and communicate with 3rd party vendor EVV to resolve EVV activities.

• Assist with scheduling clinical and non-clinical staff to cover open assignments.

• Assist applicants through onboarding process when necessary.

• Assist with completing intakes in Netsmart and verify insurance as needed.

• Set up for all identified meetings, i.e.: In-services, orientation, or others as assigned.

• Assists with projects and special initiatives as assigned.

• Participates on assigned committee(s): Education Committee and minutes for Case Conferences

Other job duties:

• May perform other duties in addition to those outlined in this job description.

Organizational Accountabilities

Organizational Accountabilities (Managers)

Leadership Excellence

Collaboration

Leadership Skills

Supervisory Responsibilities

• None

Blood Borne Pathogen Exposure

• Category III: Job does not involve exposure to blood, body fluids, non-intact skin or tissue specimens. Incumbent does not perform or help in emergency medical care or first aid as a part of his/her job.

Protected Health Information Access Level

• Level IV - Full Access Incumbents in this job may access any protected health information associated to a customer's needs, the service(s) rendered and the position's functions.

Working Environment

• This job operates in an office environment.

Physical Requirements

• Light Work: Lifting 25 lbs. maximum with frequent lifting and/or carrying of objects weighing up to 10 lbs.

Travel Requirements

• This is a full-time regular position working standard work hours