SUMMARY:
HomeWell Care Services is seeking a Scheduling Coordinator/ Administrative Assistant. This is a position where independent and organized people can help us shine. As a Scheduling Coordinator/ Administrative Assistant you’ll make connections with employees and clients that will impact their daily life. This position is responsible for assisting the office with administrative needs and working with the team to schedule all client hours while ensuring the office operations are running smoothly.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Scheduling Coordinator:
· Assist in scheduling client shifts with eligible caregivers whose knowledge, skill and availability matches the service needs of the client.
· Communicate new assignments and/or scheduling changes to caregivers and clients.
· Maintain accurate schedules for clients in the agency’s Well Sky system.
· Maintain accurate contact information and availability for caregivers.
· Daily review of completed shift logs, verifying discrepancies from originally scheduled shift hours.
· Monitor missed/late shift clock-ins/outs and follow the policy and procedure
· Monitor caregiver scheduled hours for potential overtime; notify Operations Directorif overtime hours are needed.
· Promptly notify appropriate Care Manager of staffing changes, scheduling issues and reported client issues.
· Complete deactivation of caregivers monthly who have become inactive. Send to Operations Director for review before deactivation.
· Send capacity weekly to Owner, Liaison and Operations Director to ensure we are meeting staffing requirements.
· Document schedule changes in Well Sky system.
· Provide ongoing feedback to HR Specialist regarding status of eligible and available caregivers to ensure recruitment activities meet the agency’s scheduling needs.
· Complete appropriate charting related to caregivers’ attendance and report to HR team if disciplinary action is needed.
· Maintains confidentiality and presents professional manner at all times.
· Answer incoming phone calls with professionalism routing the caller to the appropriate staff member.
· Assist Community Outreach Liaison with intake of service inquiries received via phone or email with the goal of providing solutions and setting up an in-person consultation/assessment for services.
o Gather information to determine services needed.
o Transfer call to Community Liaison of potential service needed
o Log all inquiries in the agency’s Well Sky system.
· Greet and receive office visitors and direct them to orientation or contact the individual they are meeting with.
· Process incoming and outgoing mail and faxes; distribute to the appropriate staff member
· Generate and send bulk mailings, newsletters and agency correspondence.
· Maintain organization of agency documents, records and reports, including but not limited to filing, copying, electronic file organization, and scanning of miscellaneous documents.
· Maintain supply of printed agency forms, documents, packets.
· Maintain stock of office and cleaning supplies by regularly monitoring inventory level, anticipating needed supplies, sending orders for supplies to executive admin, and verifying receipt of supplies.
· Ensure operation of office equipment by completing preventative maintenance requirements; troubleshooting malfunctions; and coordinating needed repairs.
· Monitor upcoming 90 day anniversary for caregivers to ensure they are moved from mentor wall to caregiver wall before coming in for evaluation. Maintain current contact lists and email distribution groups.
· Run errands as needed, which may include but is not limited to dropping off outgoing mail, shipping packages, purchasing supplies, and picking up needed items for onsite events.
· Assist agency staff with additional tasks, which may include but is not limited to compiling information, internet research, searching documents or files, data entry, and placing outbound calls to acquire information (from vendors, regulatory agencies, and other third parties).
· Must follow the admin task list for daily, weekly, and bi-weekly tasks which includes additional scheduling and admin duties.
BILLING ADMIN:
- Verify authorization after all required documents are received
- Confirm eligibility and waiting/elimination periods
- Ensure caregiver clock-in/clock-out times are correct along with accurate care logs
- Understand billing rates
- Process invoices
- Submit invoices to long-term insurance accurately and timely
- Manage accounts receivables and follow up on unpaid balances
- Understand ACH, credit card, and other payment methods
REQUIRED KNOWLEDGE/SKILL/ABILITIES:
· 3+ years of administrative experience required· Strong innovative thinking, good listener, solution oriented
· 1 year experience with billing
· Good time management and problem-solving skills
· Excellent oral and written communication skills
· Detailed-oriented, flexible, self-motivated, and a team player
· Senior Care Industry experience is a plus, but not required
· High school diploma or GED required
COMPENSATION:· Competitive hourly rate based on experience· Medical, Voluntary, 401 K, Referral and PTO benefits offered.
PHYSICAL AND ENVIROMENTAL DEMANDS: Must be willing to travel between our offices as needed.
ORGANIZATIONAL RELATIONSHIP: Reports directly to General Manager
CLASSIFICATION: Non-exempt
POSITION TYPE & EXPECTED HOURS OF WORK: Full Time
DISCLAIMER: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change or be assigned at any time with or without notice.
Pay: $21.00 - $23.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Paid time off
- Referral program
- Retirement plan
- Vision insurance
Experience:
- scheduling : 1 year (Required)
- Administrative: 1 year (Required)
- billing : 1 year (Required)
Work Location: In person
