Admin Assistant

Responsibilities

• Referral Coordination: Secure appropriate referrals and coordinate enrollment with caregivers or their designees within designated territories.
• Schedule and arrange enrollment appointments at Specialized Day Centers, the Organization’s office, or in patients' homes. Prepare enrollment documents and handout materials in advance.
• Handle informational calls regarding services, scheduling, or rescheduling inquiries, and follow-up calls with caregivers about equipment and service processes.
• Manage and schedule monthly maintenance visits with caregivers for band and/or battery changes, either at the office, home, or local SDS.
• Provide supportive documentation on monthly worksheets to contribute to the ID Locator Master spreadsheet, supporting multiple reporting and tracking needs.
• Collaborate with SDS to ensure service delivery by providing necessary supplies, communicating visit requirements, documenting inventory, and addressing patient and caregiver changes.
• Track and manage supplies needed for service delivery, including enrollment materials, office supplies, and equipment accessories.
• Ensure accurate entry of information into the Organization's EMR/ADS database and SafetyNet Tracking System, including patient and caregiver demographics, equipment information, and progress notes.
• Process and provide documents and communication to team members and external entities regarding enrollments, annual reviews, and updates.
• Maintain and file tracking logs from caregivers and SDS staff, and address missing information.
• Oversee equipment replacement, inventory tracking, and assist with troubleshooting equipment challenges.
• Coordinate searches for missing equipment with SafetyNet, caregivers, and commercial entities, and document relevant databases.

Qualifications

• Organization: Must be organized, independent, motivated, and self-directed.
• Technical Proficiency: Computer literate in Microsoft Word and Excel, with experience using office equipment such as multi-line phone systems, fax machines, copiers, and postage machines.
• Data Accuracy: Ability to accurately enter information into various databases with integrity and competency.
• Customer Relations: Demonstrate effective customer relationship skills in both intake and feedback processes.
• Judgment and Problem-Solving: Exercise sound judgment, develop work solutions to obstacles, and apply creative thinking.
• Communication: Excellent oral and written communication skills, with comfort in making outreach calls.

Required Education and Experience

• High school diploma or equivalent.
• Three years of professional experience in administrative duties, preferably in a health-related field.
• Driver License