Community Office Assistant - (Bowling Green) in Bowling Green, Kentucky For Sale

JOB SUMMARYThe Community Office Assistant provides administrative support to the Clinical Support Departments and staff at the various communities.ROLE SPECIFIC CRITERIAPASSION & VISION: Displays attitudes and behaviors that promote the Hosparus mission and vision to internal and external contacts.1.Consistently role models the standards of behaviors.2.Engages in positive interaction with other staff and volunteers.3.Works collaboratively with others to achieve organizational goals. Assists other team members as needed.PROFESSIONAL EFFICIENCY: Demonstrates and maintains a high proficiency in computer applications.1.Proficient in Microsoft Outlook, Word, Excel, Power Point and accessing SharePoint. Able to develop graphs and charts to enhance communications.2.Assists staff with payroll systems and the internal electronic documentation systems. 3.Demonstrates exceptional organizational skills in assisting the site staff and management with deadline based tasks and projects.4.Works in a conscientious, consistent and thorough manner. Reviews own work for accuracy and completeness. Seeks help from others when unable to reconcile inconsistencies in work output.5.Maintains and replicates Clinical Support department laptops daily.ADMINISTRATIVE: Provides administrate support to the community site.1.Provides administrative support to the community site. Effectively and efficiently utilizes various software programs. 2.Answers telephone calls. Routes calls/pages staff members as needed. 2. Completes time card updates/changes for staff as directed by staff. Ensures that manager/staff approves time card charges prior to the end of the payroll processing period.3.Orders office supplies and maintains all current forms, postage and office supplies with appropriate PAR levels.4.Responsible for all aspects of meeting support:a.Schedules and sets up rooms/video conference for meetingsb.Records minutes as requestedc.Prepares needed reports for team meetings5.Compiles multiple reports and data as directed by site staff.6.Posts team/organizational information on bulletin boardsFINANCIAL STEWARDSHIP: Assists staff and managers with finance and medical records activities. Ensure prudent and cost effective use of resources.1.Reviews supply orders for accuracy. Assists with stocking patient care supplies. Cleans supplies before stocking. Uses support tools such as headphones or forwarding phones to supply room area to complete task.2.Scans bills to the appropriate finance representative.3.Forwards requests for medical records, plans of care and recertification paper work to appropriate medical records staff.4.Responds to customer requests for needed information for insurance purposes to the appropriate finance representative.5.Prepares biweekly expense vouchers for appropriate team members and monthly expense vouchers for staff and forwards to appropriate financial staff.QUALITY & COMPLIANCE: Provides assistance to the managers with compliance and quality efforts. 1.Collaborates with the site safety officer to conduct monthly and annual assessment of community space.2.Assures building is secure in the absence of a manager.3.Understands and follows all safety standards and practices of the organization.4.Supports managers and staff with regulatory requirements.STAFF & VOLUNTEER DEVELOPMENT: Supports the community and organizational goals to support and develop staff and volunteers. 1.Scans "Over the Top" cards then email to rewards and recognition and to the persons supervisor. Provides originals to the staff member.2.Faxes on call log daily to HL Clinical Support Dept.3Creates/maintains a monthly calendar for staff of team meetings, birthdays and anniversaries.4.Maintains on call schedule, holiday schedule, vacation schedule and rotation schedule for staff.5.Creates a weekly summary of all recent information needed for staff review. 6.Schedules rounding appointments with staff and managers.TEAM SUPPORT: Uses appropriate tools and resources to provide support to the clinical teams.1.Updates Friends and Family list as directed. Reviews new admissions and notifies team of deficiencies in admission paperwork (such as the missing forms list, IDT intervention, DNR, Pharmacy, Friends and Family list)2. Prepares IDT team reports, as directed by manager and updates these reports for DNR, Adv. Directives etc. per team format.2.Processes new patient information timely and accurately.3.Logs, faxes and mails original prescriptions to the pharmacy at the request of the medical director.4.Reviews all status changes via voice mail to assure appropriate entry. Corrects and notifies clinical managers of concerns.5.Reviews HP reports for scripts needing signature and routes to appropriate MD for signature.6.Reviews EDS for appropriate team member status for patients.7.Faxes "comfort pak" orders to HP after medical director signs them.8.Completes and distributes the "DME" report distribution to RNs and CNA's (daily?) 9.Maintains absentee log books, room assignments via share point as requestedCOLLABORATION: Works collaboratively with others to achieve organization's goals. 1.Maintains good working relationships with all levels of staff throughout Hosparus.2.Communicates clearly, concisely and in a timely manner with interdisciplinary teams.3.Assists as instructed with data compilation and tabulation.4.Collaborates with IT & Operations Support in the development, maintenance, and ongoing collection of data.5.Collaborates with IT to support local webinar, global meetings and conference calls via video conference resources.6.Remains cross trained to support other positions at the site.CUSTOMER SERVICE: Provides service excellence to internal and external customers.1.Responds to requests for information in a timely, helpful, professional manner.2.Clearly shows that all customers' (internal and external) perspectives are valued.3.Strives to consistently meet the needs to the customer.4.Meets all established deadlines and arrives on time for meetings.5.Makes customer convenience and satisfaction a top priority.6.Communicates in a clear, concise and timely manner.7.Practices active listening skills and assertive communication.8.Presents a professional appearance and manages emotions. Does not engage in negative or unproductive conversations that may demean or create a negative environment.9.Uses organization resources prudently.10.Makes response to customer complaints/incidents a top priority and demonstrates ability to resolve customer concerns to their satisfaction.11.Other duties as assigned.
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