Home Care Agency Administrative Asst.

About the role

The Administrative Assistant provides administrative and clerical support to the PACE Home Care Agency and Administrative Executive Assistant to maintain an efficient office environment and accurate personnel files. The Administrative Assistant is to assist the administrative staff with any assigned tasks that (s)he has been properly trained to complete. The Administrative Assistant must have good organizational and technical skills relevant to the role with the ability to problem solve, pay attention to detail, and deliver work to a high standard within tight deadlines. Position reports directly to the Home Care Agency Supervisor.

Responsibilities

• Provides office support to the in-home care staff in the form of orienting caregivers to Personal Care Services (PCS); typing documents, reports, and correspondence; creating various PowerPoint presentations; and running work-related errands as requested.
• Updates and maintains participant information in system databases (ADA Care & PACE Logic) as needed.
• Coordinates, monitors, and supports systems to ensure efficiency and accuracy in operations.
• Identifies problem areas, then develops and implements action plans.
• Communicates necessary information to the HCA Supervisor and/or Home Care Coordinators to ensure the coordination of services.
• Prepares monthly utilization and supervisory visit reports to be shared with leaders and contract providers as directed.
• Receives and tracks home health referrals and documentation from the interdisciplinary team (IDT) members.
• Serves as a liaison to Kintegra during the hiring process and other HR related processes: including but not limited to, gathering paperwork and documentation, facilitating and completing pre-employment screenings, job changes, managing workman’s compensation paperwork, etc.
• Provides support for the recruitment and hiring of highly capable and caring home care staff and assists with the scheduling of their job specific orientation training and on-boarding.
• Schedules times for Home Care aides to come into the office as needed.
• Greets home care aides in the office, providing them with information and assistance, and accurately directs them to other staff members if necessary.
• Maintains a log of Home Care Agency Tablets. Assists aides with their tablets and apps.
• Ensures appropriate training and paperwork is completed in order to maintain compliance with CMS & Adult Day Health Center (ADHC) regulations including but not limited to: maintaining personnel files for accuracy and completion according to ADHC standards; completing annual OIG checks & transportation MVR checks; monitoring & managing personnel records and logs; and ensuring necessary licensures, CPR/BLS/1st Aid certifications, and competencies are up to date and meet all regulatory requirements.
• Maintains accuracy of HCA phone list for all staff personnel information.
• Manages and orders supplies for the HCA, including but not limited to: Personal Protective Equipment (PPE) and housekeeping cleaning supplies.
• Upholding strict confidentiality, maintains office filing and storage systems, including those for participants, personnel records, and employee health folders.
• Participates in on-call rotation to take calls from home care aides and participants’ family members on weekends and after-hours.
• Tracks home care