Personal Secretary

JOB SUMMARY

The secretary is responsible for taking new referrals, opening timely, matching the best worker with the case, and managing the ongoing patient needs keeping continuity as the priority aspect of the process. Reporting employee issues including but not limited to: no-call no-shows, unreliability, failure to follow the schedule, and changes to days/times of visits without notification are critical to the success of the department’s standards.

QUALIFICATIONS

High School graduate (or equivalent).

A minimum of one (1) year of recent experience as a secretary in a home care agency or other healthcare setting.

Ability to multi-task and a propensity for working with and helping people.

Must have a criminal background check and be authorized to work in the USA.

Requirements

• Takes incoming referrals in a timely manner.
• Interacts with contract case managers and others to enhance the PR of the agency.
• Actively works to encourage departmental growth (networking).
• Notification to admitting hospitals/facilities that our Agency is the patient’s home care agency of record.
• Reminds all patients/families/caseworkers that our Agency offers full-certified services.
• Cooperates with the Scheduling Manager regarding investigation of patient complaints/concerns.
• Coordinates with the Scheduling Manager regarding new processes developed to improve workflow and efficiency.
• Files all incoming documents timely and efficiently keeping all HIPAA information secured.
• Prints and distributes weekly accurate para schedules.
• Reports paras who service patients outside the scheduled times without notification of the office.
• Receives and follows up on faxes received from answering services each morning.
• Takes and gives a report from/to On-Call HHA each morning.
• Reports all complaints/problems related to off-hour issues (answering service) or On-call.
• Participates in the QA Committee process.
• Participates in the orientation process as requested.
• Coordinates with the Scheduling Manager regarding scheduling projects as designated by the Administrator to improve internal scheduling processes.
• Opens all certified HHA requests within 48 hours of receipt.
• Reviews para paperwork at the end of every week for accuracy and completeness so that all medical records are intact and up to date.
• Enforces the Agency’s disciplinary process without prejudice or discrimination.
• Participates in in-service programs.
• Notifies the Agency of emergencies, sickness, and other imminent occurrences that may affect the patient caseload as quickly as possible relative to the event’s occurrence.
• Other duties as assigned by the manager or President/CEO
• Submits written time requests 2 weeks or more in advance of planned time off.

SPECIAL EQUIPMENT TO BE OPERATED:

• Office equipment- phone, computer, printer, copy machine, and other electronic machines being used in the office.

WORK ENVIRONMENT:

• Indoors, performing computer/office duties, cleaning - phone work (limitations apply)
• Occasional travel to sites/meetings; will require transportation to get to various sites.

FUNCTIONAL ABILITIES:

• Able to hear, speak, understand, and communicate effectively in English.