AA - Clinical Operations

Four Seasons; Flat Rock (NC); On-site; USD 40,000 - 55,000; Full time

Benefits offered by this job

Competitive salaries

Annual performance bonus opportunities

No employee premiums on medical

Well-Care benefit

Tuition reimbursement up to 3000

403B with employer match

PTO 20+ days

Up to 6 paid holidays

STD/LTD/Life insurance

Teletherapy & Telemedicine coverage

FSA options

Wellness program

Job summary

Four Seasons in North Carolina is seeking an Administrative Assistant – Clinical Operations to support the Clinical Operations team. You will ensure accurate EMR documentation, coordinate administrative tasks, and assist staff, patients, and vendors with professional service.

Responsibilities include data entry, meeting minutes, chart preparation, and back-up receptionist duties. A high school diploma and 3+ years in healthcare admin are required; MS Office proficiency is essential.

Qualifications

• High school diploma or equivalent is required.
• Education in a healthcare field is preferred.
• Minimum 3 years of experience as an administrative assistant in a healthcare setting.
• Proficient in MS Office and basic computer skills.
• Excellent customer service and communication abilities.

Responsibilities

• Manage the accurate and timely administrative documentation within the EMR.
• Coordinate administrative processes and support high-quality patient care.
• Provide receptionist support and handle calls, faxes, and emails.
• Prepare patient charts, attend meetings, and record minutes as directed.
• Assist with special projects and data entry to support Start of Care processes.

Skills

Organizational skills

Communication skills

Customer service

MS Office

Attention to detail

Independent worker

Team player

HIPAA knowledge

Education

High school diploma or equivalent

Healthcare field education preferred

Tools

MS Office (Outlook, Word, Excel)

EMR systems

Job description

Our Accolades.

Four Seasons is proud to have been named one of Modern Healthcare’s Best Places to Work, and to have been Living Wage Certified in Western North Carolina. Our approach to providing not only excellent care to our patients and families, but also providing the same heartfelt care and commitment to our employees, leads us to be recognized as not only a leader in hospice and palliative care, but also a beacon of excellence as an employer in Western North Carolina.

Benefits

• 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
• A Robust Employee Wellness Program
• Up to $3k in Tuition Reimbursement Each Year

Administrative Assistant – Clinical Operations

Reports To
Administrative Team Leader
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

Essential Duties & Responsibilities

• 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 organization skills
• Proficient in MS Office: Outlook, Word, Excel, etc.
• 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
• Near & far visual acuity
• 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.