DIVINE HOME CARE, INC
JOB DESCRIPTION: OFFICE
MANAGER
POSITION
SUMMARY
Provides clerical support including typing, correspondence, reports, and
documents, maintain filing systems, coordinate and monitor inservice
needs, orientate and assist with staffing, work in homes as delegated, and
coordinate daily interoffice activities.
Greets visitors, receives incoming telephone calls and fax transmissions.
Transfer calls and faxes appropriately. Maintain a welcoming and clean
environment. Provide clerical support and assist with projects and tasks as
delegated.
(Reports to: Branch Manager)
QUALIFICATIONS
1. High school graduate.
2. Previous office experience, preferably in health care.
3. Knowledge of medical terminology helpful.
4. Speak, read, write, and comprehend English.
5. Excellent communication, interpersonal and telephone skills.
6. Data entry and word processing skills.
ESSENTIAL FUNCTIONS/AREAS OF ACCOUNTABILITY
1. Greet all visitors and answer incoming calls in a pleasant and proper
manner with a welcoming demeanor and direct them to the appropriate
person or department.
a. Maintain a clean and welcoming environment. Keep all rooms in
office building in a straightened and clean condition. Keep
counters and floors open and clean, garbage emptied and delivered
to outside dumpster throughout each day.
b. Maintain a confidential setting and assure that documents are in
appropriate areas.
2. Open mail and distribute it to the appropriate person or area. Assist
with filing of correspondence or clinical documentation as requested.
a. Scan, distribute & reconcile timesheets.
b. Familiarize self to client and staff charts so documentation can be
located upon request and delivered if needed.
c. Prepares letters and other correspondence as directed. Assemble
mailings and send them in a timely manner.
3. Staffing concerns are referred to Human Resource Manager, if not
available follow through with staff and/or staffing needs as necessary.
If not an emergency, refer to voice mail or cell phone.
a. Assist and follow through with staffing needs as necessary.
b. Personally fulfill in-home staffing needs as required or requested on
an emergency need.
c. Participate in admission visits or initial visits to serve as trainer or
as the initial staff in-home.
4. Monitor all inservice needs and requirements for staff.
a. Solely responsible to alert staff to inservice needs.
b. Seek and review for new standards and regulations for
inservice/training requirements.
c. Maintain updated documentation in staff files and Home Solutions.
5. Provides clerical support to agency management and supervisory
personnel.
a. Familiarize and understand proper functioning and use of all office
equipment and initiate maintenance needs.
b. Schedule and follow through with orientation needs and files as
required.
c. Place staff files into file cabinet, take out inactive employee files,
and backfile/store as needed.
d. Prepares updates to policies and procedures as directed.
e. Scan all personnel file documents into staff electronic record in
Home Solutions
f. Monitors all faxes throughout day and directs to appropriate
personnel and/or mailboxes.
g. Maintains all agency business files in a timely and orderly fashion.
6. Maintains inventory of office supplies and medical supplies.
a. Establishes agency standards and appropriate reorder points.
b. Monitors supply needs and assure availability of supplies needed
including ordering Mantoux and Hepetitis B serum.
c. Alert a nurse there is a need for a mantoux to be given, in a nonintrusive and professional manner.
d. Remind staff to get their Hepatitis B shots and follow through with
reminders until completed.
e. Takes responsibility for maintaining the office in an orderly and
professional manner. This may include light housekeeping such as
vacuuming, dusting, and general cleaning of restroom.
7. Assists with hiring process for direct care staff.
a. Screens potential applicants for identified positions.
b. Provides new applicants with forms and assists with information
gathering.
c. Conduct orientation as needed.
8.
Performs additional duties and responsibilities as deemed necessary.
PHYSICAL & ENVIRONMENTAL DEMANDS
See ADA Requirements.
I have read and understand the above job description of the Office
Assistant.
Signed
Date