Operations Specialist - Branch Records

Overview

The Operations Specialist is responsible for providing top‑level customer service to internal and external clients as it relates to branch location’s clinical operational support activities.

Personnel Activities

• Ensures all caregiver personnel files are secure, accurate and complete.
• Verification and maintenance of caregiver credentials (licenses and certifications).
• Create and provide monthly evaluation and skills report to Director(s).
• Coordinate with Corporate Risk Management and Leave of Absence Specialists on all worker compensation claims and return‑to‑work coordination activities.
• Coordinate with People Services on all unemployment claims.
• Be primary point of contact for caregiver questions relating to company benefits, policies, procedures, and education.
• Establish and maintain an orientation schedule for caregiver staff.
• Maintain accurate and up‑to‑date contact list of all active caregivers, including mailing log.
• Mail monthly schedule to patient’s home each month according to branch location guidelines.

Clinical Department Assistance Activities

• Maintain integrity of client medical record (chronological and content) and file nursing‑related documents in the client chart located in the office, including thinning and filing.
• Participate in scanning and upload to client electronic medical records.
• Monitor compliance to policies and procedures, including but not limited to nursing documentation.
• Assist the corporate compliance department with surveys and audits as assigned.
• Create and maintain supply of open charts.
• Maintain confidentiality of all employee/client records and information.
• Data entry to Incident and Infection logs as assigned by nursing director.
• Perform additional duties as assigned.

Office Support Activities

• Scanning and/or filing of documentation and records.
• Assist in answering incoming calls and ensuring accurate messages are taken and delivered to the appropriate staff member.
• Mail distribution to appropriate staff member or department.
• Process invoices according to branch location guidelines.
• Office supply orders.
• Perform special projects as needed.

Requirements

• High school diploma or GED.
• Proficient typing skills.
• Proficient Microsoft Office skills.

Preferences

• Previous Human Resources experience.
• Private duty, home care, or health care company experience.
• Advanced Microsoft Excel skills.
• Two (2) years general office experience.

Other Skills/Abilities

• Must maintain company and employee confidentiality at all times.
• Must maintain professional boundaries at all times.
• Ability to 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.
• Must be able to lift 50 pounds.
• Prolonged walking, standing, bending, kneeling, reaching, twisting.
• Must be able to sit and climb stairs.
• Must have visual and hearing acuity.

Environment

Performs duties in an office environment 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.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.