Overview
Oversees the day-to-day operation of the front desk including answering phone calls; Greets all office visitors, guests, and members professionally. Responsible for various administrative and clerical duties to help improve efficiency at Touching Angels. The Admin Assistant is a communications resource for all clients and home care staff in the field.
Provide support to all executive employees, nurses, clients, and customers. The administrative assistant is efficient and comfortable being a member of a team. The ability to multi-task, while assisting in coordinating client care issues and caregiver schedules. Is an overall problem solver, resourceful, and well-organized Admin. Provides clerical support including typing correspondence, reports, and documents; maintaining filing systems; and coordinating daily interoffice activities.
Duties and Responsibilities
Administration
- Answer and filter all calls.
- Document calls by notating on AXIS
- Calculate caregivers? hours.
- Call caregivers for exceptions and complete the workflow to ensure all teams are notified of the missing time and the reason.
- Fax and Scan documents as needed.
- Check the faxes 3x/day and ensure that each department receives or has already reviewed them.
- Inform Management of the caregiver?s change of address to be updated on Paychex.
- Inform Management when a client is hospitalized and send a ?get well? card.
- Update Caregivers' change of address/phone number on Gmail and LTSS.
- Update the clients' change of address on Axis, Gmail, and file.
- Update staff credentials, certifications, and licenses.
- Able to access the Egnyte system and upload documents to their respective folder.
Axis
- Enter all call logs and tag the appropriate team member.
- Call Axis if there are any issues entering or deleting any information.
- Document notes for Caregivers/Clients on Axis.
- Update address changes on Axis and then ensure cross-departmental collaboration and completion on all platforms.
- Able to upload compliance documents and notate.
- Examines, researches, enters data and gathers all information necessary to process information received from caregivers to support the credentialing and re-credentialing process.
ISAS
- Call ISAS in the event an aide is attempting to clock times, but time is not recorded in the system.
- Check the Advanced service rendered report to see hours worked for the week and month.
- Check exceptions and reports of Caregivers.
- Review service rendered report to clarify questions about hours worked.
- Confirm weekly Deficiency report by verifying hours utilized in the ISAS system.
Billing
- Utilize the ISAS system to enter external staff missing time request claims for payment.
- Track rejected claims and email MDH if claims are rejected, or processing is delayed.
- Enter claim adjustments when applicable.
- Process and track claims for private insurance partners.
Filing
- Entering all new clients and employees into active and inactive folders/
- Maintain and ensure the accuracy of filing folders.
- Enter active and renewed certifications into respective folders.
- File MARs in client?s folders.
- Ensure when any client or aide is in the office, the file is pulled to ensure compliance.
Mail
- Oversee all incoming and outgoing mail.
- Mark the received date on all incoming mail.
- Mail client home folders, cards, retention gifts, etc.
- Mail MAR forms when needed and inform Aides to make sure they send in completed forms.
Intake Duties
- Provide referral sources with TA scope of service, coverage area, etc. as requested.
- Enter new client records in the system ensuring accuracy of all patient demographic information.
- Receive documentation and scan the records into the system following the Data entry Policies.
- Update the Intake Reports upon receiving and processing any client documents.
- Demonstrates teamwork and effective communication to accomplish TA?s and client(s) goals.
- Maintains positive and effective communication with clients, referral sources, and staff.
- Review the weekly eligibility report and ensure proper follow-up and documentation for active clients (PSP report).
Reports:
- Assist with completing department report(s) i.e. Mock/Deficiency report, intake PSP report, inventory, etc.
- Able to complete the RN weekly Excel report and track all clients and RN visits.
