Administrative Assistant - Front Desk (Hospice) Full-Time

Description

Position Summary:

The Administrative Assistant - Front Desk is responsible for the day-to-day front desk operations and overall upkeep and maintenance of the ProCare Hospice office by tidying, filing, and supply maintenance/ordering. The Administrative assistant will also be responsible for greeting walk-in clients, family members, vendors, and personnel, answering in-coming phone calls, scanning important documents, performing clerical, administrative, and secretarial responsibilities, and tasks within the office. This position may perform various other administrative duties as assigned.

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Accountability: Reports to Administrative Operations Manager

FLSA Status: Non-Exempt

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Requirements

Essential Duties and Responsibilities:

Specific to Job Position:

1. Answers and directs all incoming phone calls during business hours in a kind, compassionate and courteous manner
2. Communicates at the appropriate level with each patient and family
3. Maintains hospice office by keeping areas tidy and free of clutter
4. Under the direction of the assigned supervisor, perform a variety of clerical duties pertaining to the organization and inner office departmental needs
5. Monitors and maintains office supplies inventory
6. Assists with faxes, records, and monitoring paperwork that is sent in and out of the office
7. Generates miscellaneous patient reports when needed
8. Gathers and sends all outgoing mail
9. Answers staff related calls and refers clinical questions to appropriate clinical team members
10. Assumes effective lines of communication with all personnel and volunteers
11. Copies and distributes material as requested
12. Manages monthly physician on-call schedule
13. Makes, changes and cancels patient appointments based on provider availability
14. Serves as main point of contact for the State of Nevada Electronic Death Record System to ensure death certificates are completed promptly; works with physician for any amendments that are requested  
15. Works closely with funeral homes to assist in resolving patient death certificate issues
16. Maintains company phone list
17. Manages confidential information
18. Maintains regular and consistent attendance
19. Locks and unlocks the main office doors at the start and finish of the business day
20. Rolls and unrolls the calls to the main number at the start and finish of the business day
21. Directs visitors and staff to complete appropriate screening upon entry to the office
22. Assist with HR, new staff onboarding, and IT administrative tasks
23. Other duties as assigned. 

General:

1. Adheres to patient rights, abuse reporting and confidentiality policies
2. Fosters and maintains an effective working relationship between peers, professional staff, and other personnel within the community
3. Complies with all documentation policies and procedures
4. Completes appropriate documentation in a legible and timely manner
5. Attends scheduled staff meetings and in-service training
6. Adheres to the departmental dress code requirements related to personal grooming and attire (required dress is business casual)
7. Participates in Performance Improvement activities as requested 
8. Demonstrates reliability by providing proper notification for absence or tardiness, participating in required meetings
9. Demonstrates ability to problem-solve and make decisions by assessing situations and considering alternatives, seeking guidance and direction as necessary, utilizing proper chain of command
10. Demonstrates effective time management skills by coordinating activities to achieve maximum productivity and efficiency, willingness to adjust or revise work schedules as requested
11. Assumes responsibility for on-going personal development and continuing education
12. Stays current with all mandatory agency and regulatory requirements
13. Completes assigned projects within specified time frames

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Physical/Safety Requirements:

1. Category 2 for potential exposure to blood/body fluids. (Does not usually require the performance of procedures or other tasks in the work routine that involve exposure to blood, body fluids or tissues, but Category 2 tasks may require the unexpected performance of these procedures.)
2. While performing the duties of this job, the employee is regularly exposed to fumes or airborne particles, work-related stresses, and driving hazards
3. Requires repetitive movement, sitting, writing letters and memos, face-to-face discussions with individuals or teams, use of electronic mail, telephone conversations, contact with others (face-to-face, by telephone, or otherwise)
4. Requires repeating the same physical activities or mental activities over and over; requires being exact or highly accurate
5. Must be able to move intermittently throughout the workday
6. Must have the strength and endurance required for sitting for lengthy periods of time 
7. Must possess sight, hearing, and speech senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position are fully met
8. Must be able to handle frequent interruptions and idiosyncrasies of people
9. Must have the ability to comprehend English and follow oral and written instructions
10. Utilizes appropriate PPE as needed
11. Follow the designated plan of action in the event of a fire or other emergency
12. Use appropriate body mechanics as needed 
13. While performing the duties of this job, the employee needs to be able to handle work-related stresses
14. The noise level in the work environment is usually minimal.

The work environment and physical demand characteristics described here are representative of those an employee encounters while performing the essential functions of this job. 

In compliance with the Americans with Disabilities Act of 1990, the employer will provide reasonable accommodations to meet the work environmental and physical demands listed above.

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Qualifications and Experience:

1. One-year experience in an office setting, medical office experience preferred
2. Must be literate in Microsoft Office programs, the internet, and other programs, as deemed necessary
3. Must be able to speak, read and write the English language
4. Excellent interpersonal and communication skills and impeccable attention to detail is required
5. Must be able to work with little or no supervision and be accountable for assigned projects and deadlines
6. Utilizes appropriate basic office equipment
7. Successful completion of a background check pursuant to NRS 449.188 and NRS 179A.100 along with a pre-employment drug screen and physical, TB testing, previous employment and reference checking, and an MVR (may include verification of education)
8. Must be able to handle frequent interruptions
9. Must be able to cope with emotionally charged situations
10. Must have a valid driver’s license and reliable transportation

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Benefits:

Welcoming Culture

Paid Time Off

NV Paid Leave

Medical Insurance

Dental & Vision Insurance

Voluntary Ancillary Insurance

Paid Holidays

Floating Holiday

401k with Company Match

Employee Assistance Program

Employee Discount Program

Uniforms