Administrative Assistant - Nursing

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Join a team that truly makes a difference—helping people with intellectual and developmental disabilities live their best lives today!

• Personal satisfaction from serving others
• Competitive pay
• Paid Training
• Great Benefits:
  Medical, Pharmacy, Vision, Dental, Disability, Employee Assistance Program and Life Insurance
• Paid Time Off
• Bonus Programs
• Tuition Reimbursement
• Professional Growth Opportunities
• 403(b) Retirement Savings plan

The Administrative Assistant for Nursing will perform various clerical, processing and data entry functions within the nursing department and assist with the efficient, responsive flow of nursing services. The Administration Assistant for Nursing is responsible for established work flow procedures and assignments to address nursing needs, while assisting with ensuring overall corporate, nursing and regulatory compliance.

• Treat clients with dignity, in a professional and considerate manner.
• Develop and maintain data tracking on client nursing assessments, lab and medical appointments and assist with ensuring timely completion.
• Assist with inventory tracking and ensuring nursing supplies and lab supplies are ordered as appropriate and at the direction of the Health Services Director (HSD).
• Ensure office supplies are ordered when needed and as appropriate. All orders must be approved by the HSD.
• Assist the Nurse Appointment Coordinator (NAC) with the medical/lab appointment schedule and assist with obtaining medical records from these appointments.
• File Medical Records in the appropriate client file as assigned by the HSD.
• Fax and/or e‑mail medical records and Physician Orders to Medical Providers and pharmacy services as directed by the HSD.
• Prepare client records and files for all internal medical clinic appointments, ensuring the Medical Provider has all the information and documentation information required.
• Attend weekly Medical Director prep meeting to ensure knowledge of all clients who will be seen.
• Be an active participant of the interdisciplinary team – attending meetings and advocating for clients as appropriate.
• Willingness to obtain training and maintain certification as a certified Phlebotomist.
• Prepare lab requisitions for all client lab work.
• Answer the Day Program phone and direct calls to the appropriate person.
• Monitor the doors of the Day Program and welcome visitors. Ensure all visitors register as a quest. Accept packages and ensure packages are routed to the correct personnel.
• Purge Medical Records as trained and as directed by the HSD.
• Assist with client personal needs and with client assignments as directed by the HSD.
• Assist the nurses and dietician with obtaining weights monthly and as ordered while ensure accuracy.
• Responsible for Appointment Packets for each client and every appointment. Ensure packets are provided to the person transporting the client to the appointment.
• Create NPO or Hold med sheets as needed for appointments and lab work. Ensure NPO sheets have been e‑mailed to the appointment group e‑mail list to be posted in the client home.
• Develop and e‑mail weekly medical appointment calendar to the appropriate appointment e‑mail groups.
• Must attend all required trainings/meetings and remain current on all required Open Arms Care certifications and training.
• Be familiar with CMS regulations as these apply to an ICF/IID.
• Participate in additional committees as assigned, or volunteer.
• Other job duties as assigned.

Knowledge Skill and Abilities:

• Knowledge and proficiency with Microsoft Word, Excel, Power Point and other Microsoft software.
• Ability to interact both verbally and in written format with clients, other employees, families and Medical Providers.
• Must have excellent organization skills.
• Ability to work independently, set priorities and handle multiple tasks with speed and accuracy.
• Must have ability to meet assigned deadlines.
• Good oral, written and interpersonal skills to effectively interact with others.
• Ability to maintain confidentiality.
• Ability to project a positive and professional…