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.
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.
Submit re-certification POC packets with required paperwork and request physician approval on behalf of clinical teams.
Assist with coordination of day-to-day office operations, ensuring a well-organized and efficient workspace.
Manage and maintain documentation and records.
Coordinate logistics for meetings, events and office functions.
Oversee office supplies, equipment, and facilities to maintain optimal functionality.
Assist in answering incoming calls and ensuring 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.
Cooker fingerprinting needs for any relevant contracts to ensure timely completion.
Assist with 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 Experience Manager, Client Experience Coordinator or Executive Director as needed, ensuring continuity and accuracy in payroll operations.
Requirements
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.
Time Management
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.