Operations Specialist

Position Overview

As an Operations Specialist, you will be an integral part of the team, contributing to the seamless functioning of various office operations. This multifaceted role requires a versatile professional with expertise in customer service, personnel and operations support. The successful Operations Specialist will excel in a dynamic environment, demonstrating the ability to handle diverse tasks efficiently.

Essential Job Functions

• Act as a point of contact for inquiries, providing exceptional service and fostering positive relationships with a diverse range of individuals, including patient families, caregivers, colleagues, and external stakeholders.

• Collaborate with teams to enhance overall customer satisfaction and experience.

• Physician signature management:

  • Track and obtain signed plans of care (POCs) from ordering medical personnel (e.g., Physician, Nurse Practitioner).
  • Manage physician order tracking in myUnity.
  • Support clinical team in assembling initial POC packets and submitting for timely signatures.
  • Assemble and submit re-certification POC packets with required paperwork and request physician approval on behalf of clinical teams.

• Location Support:

  • Aid in coordinating day-to-day office operations, ensuring a well-organized and efficient workspace.
  • Manage and maintain documentation and records.
  • Submit and track requested documentation and records.
  • Cook up and coordinate logistics for meetings, events and office functions.
  • Oversee office supplies, equipment, and facilities to maintain optimal functionality.
  • Answer incoming calls and ensure accurate messages are taken and given to the appropriate staff member.
  • Process invoices according to branch location guidelines.
  • Perform other duties as needed to support location needs.

• Personnel Support:

  • Support various personnel functions, including onboarding, offboarding, and record-keeping.
  • Cook up fingerprinting needs for any relevant contracts to ensure timely completion.
  • Aid in recruiting activities.
  • Ensure the security, accuracy, and completeness of caregiver personnel files to include:
  • Verifying and maintaining caregiver credentials (licenses and certifications).
  • Creating and providing monthly evaluation and skills report to Director(s).
  • Serve as a backup to payroll processes during the absence of the Client Service Supervisor or Executive Director, as needed, ensuring continuity and accuracy in payroll operations.

Requirements

• A high school diploma or GED.

• Two (2) years general office experience.

• Proficient typing skills.

• Proficient Microsoft Office skills.

Preferences

• Private duty, home care or health care experience.

• Advanced Microsoft Excel skills.

Other Skills / Abilities

• Maintain company and employee confidentiality.

• Maintain professional boundaries at all times.

• Remain calm and professional in stressful situations.

• Attention to detail.

• Effective problem-solving and conflict resolution.

• Excellent organization and communication skills.

Physical Requirements

• Must be able to speak, write, read, and understand English.

• Occasional lifting, carrying, pushing, and pulling of up to 25 pounds.

• Prolonged sitting, walking, standing, bending, kneeling, reaching, twisting.

• Must be able to sit and climb stairs.

• Must have visual and hearing acuity.

• Performs duties in an office environment with occasional field visits during agency operating hours.

• Must be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions.

Vaccine Requirement

As an employer accepting Medicare and Medicaid funds, employees must comply with all health-related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.