Office Assistant

Primary Responsibilities

• Answer and direct incoming phone calls professionally and promptly
• Review and respond to emails, text messages, voicemails, and AxisCare messages
• Absorb and communicate caregiver scheduling, shift coordination, and communication with staff, patients, and family members
• Maintain AxisCare for missed visits, late clock-ins, and incomplete visit entries
• Follow up with caregivers regarding late arrivals, call-outs, and missed shifts
• Document attendance concerns in visit memos or internal notes
• Notify patients or responsible parties of delays, absences, or scheduling changes
• Send and receive secure emails and faxes, including medical records and physician communications
• Complete data entry and maintain accurate electronic and paper records
• Prepare, print, scan, organize, file, and mail agency documents
• Absorb and organize patient charts, employee files, and office records
• Organize office supplies, PPE, forms, and patient materials
• Review and complete assigned RingCentral tasks
• Review the next-day schedule for open shifts, conflicts, and coverage concerns
• Absorb and assist with audits, compliance activities, special projects, and general office duties

Qualifications

• A high school diploma or equivalent
• Previous office, administrative, scheduling, or customer service experience preferred
• Healthcare or home care office experience preferred, but not required
• Strong verbal and written communication skills
• Professional phone and email etiquette
• Excellent organization, attention to detail, and time-management skills
• Ability to prioritize tasks and manage multiple responsibilities
• Comfortable using computers, email, fax systems, text messaging, and office technology
• AxisCare or similar healthcare scheduling experience preferred
• Dependable, proactive, respectful, and able to work effectively as part of a team
• Maintain strict confidentiality and use sound judgment when handling sensitive information