AA - Clinical Operations

Four Seasons, The Care You Trust; Flat Rock (NC); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Competitive salaries

Annual performance bonus

Employer-paid health insurance

Paid time off 20+ days

6 paid holidays

Employer-paid STD/LTD/Life

Tuition reimbursement

Job summary

The Clinical Administrative Assistant – Administrative Operations at Four Seasons ensures accurate management of clinical documentation within the EMR, complying with regulatory standards and organizational policies. The role supports communication, scheduling, and data entry while delivering patient-centered service.

Candidates should have a high school diploma and at least 3 years in healthcare administrative support, with strong MS Office skills and HIPAA knowledge.

Qualifications

• HIPAA privacy policies knowledge required.
• Excellent written and verbal communication skills.
• Strong organizational and multitasking abilities.

Responsibilities

• Data entry into EMR to support Start of Care process.
• Monitor daily activity reports for progress of clinical documentation.
• Schedule and prep patient charts, take meeting minutes, and record IDG summaries.
• Provide receptionist support and handle calls, emails, and faxes.
• Assist with special projects and drafting forms.
• Coordinate orders for DME and medical supplies for new admissions.

Skills

HIPAA knowledge

Organizational skills

Communication skills

Customer service

Education

High school diploma or equivalent

Healthcare administration preferred

Tools

MS Office

Job description

Four Seasons offers an excellent benefits package for both full time and part time eligible employees, which may include:

• Competitive Salaries, Reviewed Annually
• Annual Operational Performance Bonus Opportunities
• $0 Employee Premiums on Medical Insurance
• Annual $600 Well-Care Benefit Towards Self-Care, Childcare, Pet Care, or Elder Care
• Medical & Dental Insurance Benefits First of the Month after Hire
• 403B Retirement Plan with Employer Match
• Generous Paid Time Off Package: 20+ Days of PTO Per Year
• Up to 6 Paid Holidays
• Employer Paid STD, LTD, & Life Insurance
• Employer Paid Teletherapy & Telemedicine Coverage
• Health & Dependent Care Flexible Spending Accounts
• Up to $3k in Tuition Reimbursement Each Year

Administrative Assistant – Clinical Operations

Reports To

Status

Non Exempt

Shift

Monday - Friday 8am - 4:30pm

Location

Refer to Offer Letter

Summary

The Clinical Administrative Assistant serves as a key support resource for Clinical Operations by ensuring the accurate and timely management of clinical documentation within the EMR in compliance with organizational, regulatory, and industry standards. This role coordinates administrative processes, facilitates effective communication, and supports the delivery of high-quality patient care. Success in this position requires strong organizational skills, professionalism, adaptability, and a proactive, solution-oriented approach. The Administrative Assistant demonstrates exceptional customer service while embodying Four Seasons' CBRITER values of Compassion, Balance, Respect, Integrity, Teamwork, Excellence, and Resilience, helping to foster a collaborative environment and an outstanding care experience for patients, caregivers, staff, and partners.

Role Description

The Clinical Administrative Assistant monitors, tracks, and manages clinical documentation within the Electronic Medical Record (EMR) system to ensure documentation is completed according to compliance standards, organizational policies, and industry best practices. The position serves as a key resource in facilitating communication, coordinating administrative processes, and supporting the delivery of high-quality patient care. The Administrative Assistant consistently demonstrates a positive, solution-focused, "can-do/will-do" attitude in all interactions with internal and external stakeholders. This role requires professionalism, adaptability, strong organizational skills, and a commitment to providing exceptional customer service to staff, vendors, patients, and caregivers. As a representative of Four Seasons, the Administrative Assistant actively exemplifies the organization's CBRITER values of Compassion, Balance, Respect, Integrity, Teamwork, Excellence, and Resilience. Through these values, the position helps foster a collaborative, supportive environment and contributes to creating the best possible care experience for everyone served by the organization

• Strong organizational skills with the ability to manage multiple priorities, deadlines, requests, and follow-up items at the same time.
• Work to achieve performance goals, pursue progress toward my learning plan (MLP) and demonstrate Four Seasons values and competencies.
• Complete data entry into EMR to support the Start of Care process.
• Monitor the daily activity reports for progress of clinical documentation submissions.
• Monitor for errors and resolve issues with documentation that prohibit the posting and billing of clinical visits.
• Schedule & prep patient charts, attend and record meeting minutes and IDG summary notes as directed.
• Order DME & Medical Supplies for new admissions and collaborate/coordinate on-going patient DME phone calls (i.e.; notification of supply pickups, patient deaths, etc.)
• Provide office support functions including word processing, filing, copying, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects while meeting deadlines.
• Receive, send, and distribute faxes, emails and telephone calls.
• Provide lead and/or back up receptionist support to include greeting visitors in person or by telephone and to connect those with the appropriate staff person or services that will best serve their needs in a friendly, professional manner.
• Assist departments with special projects, including distribution of information, data entry, filing, and research.
• Assist in drafting forms, printing, and copying information for distribution
• Knowledge, Skills, and Abilities
• Strong organizational skills with the ability to manage multiple priorities, deadlines, requests, and follow-up items at the same time.
• Knowledge of HIPAA privacy policies
• Excellent written, oral, and collaborative communication skills
• Excellent interpersonal skills
• Excellent attention to detail and accuracy in a fast-paced environment
• Ability to work independently with minimum supervision
• Ability to work under pressure to meet deadlines
• Ability to coordinate and follow through on projects
• Ability to take initiative and utilize innovative techniques
• Ability to work flexible hours, if needed
• Ability to interact with various departments throughout the organization
• Ability to participate as a team player
• Ability to plan, prioritize and coordinate daily tasks
• Minimum Qualifications
• High school diploma or equivalent required.
• Education in a healthcare field, such as a C.N.A program of study, Medical Records, or Healthcare Administration, preferred
• Minimum 3 years' experience as an administrative assistant in a healthcare setting
• Demonstrated proficient computer skills with MS Office products
• Demonstrated excellent customer service and communication skills
• Valid driver's license and proof of automobile insurance
• Summary of Physical Requirements
• Hand dexterity to include gripping, carrying, pushing & pulling
• Fine finger movements to include writing & typing, frequently
• Flexion/Extension of arms & wrists
• Ability to sit for prolonged periods of time; in excess of four hours per day
• Ability to hear, understand, & distinguish speech and other sounds
• Ability to drive and/or transport self to and from work locations
• Ability to lift, carry, push & pull up to 10 pounds, occasionally
• Intent and Function
• All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the duties of the position. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned as deemed appropriate.
• In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.
• Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.