Overview The overall purpose of this job is to provide customer service and administrative support for management and staff in a long term care community. The responsibilities of this job include providing clerical and administrative support to management, generating reports, keeping records, coordinating activities, supporting special projects, assisting with healthcare staffing, and maintaining a dependable and efficient workspace. Supports and lives out Immanuel's Mission and CHRIST Promises.
Responsibilities Key Areas Key Responsibilities and Duties of the Job Office Administration
- Completes administrative tasks for management and staff as needed .
- Uses computer to input information such as accounts payable/ receivable data.
- Generates and distributes documents (e.g., reports and letters) as needed.
- Sorts and forwards mail, interoffice notices, and other business related items.
- Completes daily census, One Hub and Admission paperwork.
- Documents admissions, discharges and hospitalizations in Point Click Care and notifies DHHS of monthly admits and discharges.
- Assists in managing resident's accounts.
- Schedules and coordinates varies meetings.
- Provides backup support when needs arise (e.g., assisting the
Unit Secretary or Business Office Manager).
Clinical Reimbursement
- Assists with transcribing and transmitting physician's orders.
- Maintains resident medical records under the supervision of a registered nurse.
- Understands the uses of medical terminology in order completion and record maintenance.
- As directed, documents vital signs, intake and output, allergies, and other resident information as defined on the resident medical record in a timely manner.
- Maintains appropriate stock and equipment inventories if needed and appropriately charges/credits for items used.
- Assists with the coordination of resident transfers.
- Assists in the transportation of residents for discharge and transfers as needed.
- Authorized to make entries in the medical record, consistent with and limited to the scope of the job duties and any applicable licensure.
Office Maintenance
- Maintains office supply inventory by ordering, distributing, and storing supplies.
- Maintains a dependable and efficient workspace and surrounding office area.
Special Projects
- Supports special projects as determined by community needs and Executive Director specifications.
- Coordinates or assists with activities for employees or residents at the direction of management.
Staffing / Scheduling
- Aides with staffing responsibilities by ensuring staffing is in accordance with established standards, including management of call-ins and replacements, and time-off requests and approvals.
- Assists with new hire paperwork, employee key fobs and name tags.
- Collects and orders employee uniforms.
- Assists in tracking licensures and renewals.
- Creates and maintains daily staffing reports.
- Reports any inconsistencies or open job positions to the DON to ensure vacancies are filled timely. Ensure any staffing changes are in alignment with budgeted staffing plan.
- Consults with nursing departments to ensure their needs are fulfilled, before a staff crises arises.
Other
- Performs other duties as assigned or requested.
- May perform receptionist duties as needed.
Qualifications Education-
- High School Diploma/GED is required.
- Associate Degree or college level Administrative/Secretarial courses preferred.
Experience-
- Two (2) years of direct administrative/secretarial or related experience is required.
- Equivalent years of education may substitute for experience requirement.
KSA- Knowledge Skills and Abilities-
- Knowledge of phone systems and phone etiquette.
- Skills in Microsoft Outlook, word, Excel, and Publisher.
- Skills in editing documents for proper punctuation and spelling.
- Skills in providing excellent customer service.
- Skills in professional written and verbal communication.
- Ability to pay attention to detail .
- Ability to prioritize, multitask, and to be organized.
- Ability to remain flexible as daily priorities change.
- Ability to work with all types of people in a professional and courteous manner.
- Ability to work with frequent interruptions.