Administrative Assistant - Front Desk; Hospice

Administrative Assistant
- Front Desk

The Administrative Assistant
- Front Desk is responsible for the day-to-day front desk operations and overall upkeep and maintenance of the Pro Care 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.

Accountability:
Reports to Administrative Operations Manager

FLSA Status:
Non-Exempt

Requirements

Essential Duties and Responsibilities:

• Answers and directs all incoming phone calls during business hours in a kind, compassionate and courteous manner
• Communicates at the appropriate level with each patient and family
• Maintains hospice office by keeping areas tidy and free of clutter
• Under the direction of the assigned supervisor, perform a variety of clerical duties pertaining to the organization and inner office departmental needs
• Monitors and maintains office supplies inventory
• Assists with faxes, records, and monitoring paperwork that is sent in and out of the office
• Generates miscellaneous patient reports when needed
• Gathers and sends all outgoing mail
• Answers staff related calls and refers clinical questions to appropriate clinical team members
• Assumes effective lines of communication with all personnel and volunteers
• Copies and distributes material as requested
• Manages monthly physician on-call schedule
• Makes, changes and cancels patient appointments based on provider availability
• 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
• Works closely with funeral homes to assist in resolving patient death certificate issues
• Maintains company phone list
• Manages confidential information
• Maintains regular and consistent attendance
• Locks and unlocks the main office doors at the start and finish of the business day
• Rolls and unrolls the calls to the main number at the start and finish of the business day
• Directs visitors and staff to complete appropriate screening upon entry to the office
• Assist with HR, new staff onboarding, and IT administrative tasks
• Other duties as assigned.

General:

• Adheres to patient rights, abuse reporting and confidentiality policies
• Fosters and maintains an effective working relationship between peers, professional staff, and other personnel within the community
• Complies with all documentation policies and procedures
• Completes appropriate documentation in a legible and timely manner
• Attends scheduled staff meetings and in-service training
• Adheres to the departmental dress code requirements related to personal grooming and attire (required dress is business casual)
• Participates in Performance Improvement activities as requested
• Demonstrates reliability by providing proper notification for absence or tardiness, participating in required meetings
• 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
• Demonstrates effective time management skills by coordinating activities to achieve maximum productivity and efficiency, willingness to adjust or revise work schedules as requested
• Assumes responsibility for on-going personal development and continuing education
• Stays current with all mandatory agency and regulatory requirements
• Completes assigned projects within specified time frames

Physical/Safety Requirements:

• 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.)
• While performing the duties of this job, the employee is regularly exposed to fumes or airborne particles, work-related stresses, and driving hazards
• R…