Administrative Assistant - Nursing

Open Arms Care; Nolensville (TN); On-site; USD 34,000 - 46,000; Full time

Benefits offered by this job

Competitive pay

Bonus programs

Tuition reimbursement

Medical benefits

Vision benefits

Dental benefits

Disability insurance

Life insurance

Employee Assistance Program

Paid time off

Holidays

Employee recognition

Career growth

403(b) Retirement Savings Plan

Job summary

Open Arms Care is seeking an Administrative Assistant for Nursing in Nolensville, TN. You will perform clerical, data-entry and intake tasks within the nursing department and help ensure efficient nursing services and regulatory compliance.

The role requires strong Microsoft Office skills, excellent organization, and the ability to multitask while maintaining client confidentiality. Willingness to pursue phlebotomy certification and participate in team meetings is expected.

Qualifications

• Proficiency with Microsoft Word, Excel, and PowerPoint.
• Strong verbal and written communication with clients and staff.
• Excellent organizational skills.
• Ability to multitask and meet deadlines.
• Ability to maintain confidentiality.
• Team player with a positive professional image.
• Able to greet clients with courtesy.
• Willingness to obtain phlebotomy certification.

Responsibilities

• Treat clients with dignity in a professional manner.
• Track data on client nursing assessments, labs and appointments.
• Assist with inventory tracking and ordering of nursing and lab supplies.
• Order office supplies with HSD approval.
• Support NAC with medical/lab appointment scheduling.
• File Medical Records in client files.
• Transmit medical records and orders to providers and pharmacies.
• Prepare client records for internal clinic appointments.
• Attend weekly Medical Director prep meetings.
• Collaborate with interdisciplinary team for client care.
• Comply with Open Arms Care certifications and CMS regulations.
• Participate in committees as assigned.
• Lift up to 25 pounds as needed.

Skills

Verbal communication

Written communication

Organization

Multitasking

Confidentiality

Teamwork

Professional image

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

• Personal satisfaction from making a difference every day
• Competitive pay + bonus programs
• Paid training & tuition reimbursement
• Comprehensive benefits: Medical, Vision, Dental, Disability, Life Insurance, and Employee Assistance Program
• Paid time off & holidays
• Employee recognition programs
• Career growth opportunities
• 403(b) Retirement Savings Plan

SUMMARY

The Administrative Assistant for Nursing will perform various clerical, processing and data entry functions within the nursing department and assist with the efficient, responsive flow of nursing services. The Administration Assistant for Nursing is responsible for established work flow procedures and assignments to address nursing needs, while assisting with ensuring overall corporate, nursing and regulatory compliance.

ESSENTIAL FUNCTIONS

• Treat clients with dignity, in a professional and considerate manner.
• Develop and maintain data tracking on client nursing assessments, lab and medical appointments and assist with ensuring timely completion.
• Assist with inventory tracking and ensuring nursing supplies and lab supplies are ordered as appropriate and at the direction of the Health Services Director (HSD).
• Ensure office supplies are ordered when needed and as appropriate. All orders must be approved by the HSD.
• Assist the Nurse Appointment Coordinator (NAC) with the medical/lab appointment schedule and assist with obtaining medical records from these appointments.
• File Medical Records in the appropriate client file as assigned by the HSD.
• Fax and/or e-mail medical records and Physician Orders to Medical Providers and pharmacy services as directed by the HSD.
• Prepare client records and files for all internal medical clinic appointments, ensuring the Medical Provider has all the information and documentation information required.
• Attend weekly Medical Director prep meeting to ensure knowledge of all clients who will be seen.
• Be an active participant of the interdisciplinary team – attending meetings and advocating for clients as appropriate.
• Willingness to obtain training and maintain certification as a certified Phlebotomist.
• Prepare lab requisitions for all client lab work.
• Answer the Day Program phone and direct calls to the appropriate person.
• Monitor the doors of the Day Program and welcome visitors. Ensure all visitors register as a quest. Accept packages and ensure packages are routed to the correct personnel.
• Purge Medical Records as trained and as directed by the HSD.
• Assist with client personal needs and with client assignments as directed by the HSD.
• Assist the nurses and dietician with obtaining weights monthly and as ordered while ensure accuracy.
• Responsible for Appointment Packets for each client and every appointment. Ensure packets are provided to the person transporting the client to the appointment.
• Create NPO or Hold med sheets as needed for appointments and lab work. Ensure NPO sheets have been e-mailed to the appointment group e-mail list to be posted in the client home.
• Develop and e-mail weekly medical appointment calendar to the appropriate appointment e-mail groups.
• Must attend all required trainings/meetings and remain current on all required Open Arms Care certifications and training.
• Be familiar with CMS regulations as these apply to an ICF/IID.
• Participate in additional committees as assigned, or volunteer.
• Other job duties as assigned.

QUALIFICATIONS

Knowledge Skill and Abilities:

• Knowledge and proficiency with Microsoft Word, Excel, Power Point and other Microsoft software.
• Ability to interact both verbally and in written format with clients, other employees, families and Medical Providers.
• Must have excellent organization skills.
• Ability to work independently, set priorities and handle multiple tasks with speed and accuracy.
• Must have ability to meet assigned deadlines.
• Good oral, written and interpersonal skills to effectively interact with others.
• Ability to maintain confidentiality.
• Ability to project a positive and professional image on behalf of the organization.
• Ability to greet clients, visitors and employees with a smile and courtesy in every encounter.
• Ability to remain calm under stress and deal with dissatisfied costumers appropriately.
• Must be an effective team member.
• Ability to prioritize and manage time effectively.
• Ability to effectively communicate with medical providers in the community concerning the client needs.

Physical Requirements

Ability to lift repetitively a minimum of 25 pounds; tasks may include lifting, turning, bending, squatting, etc.

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Open Arms Care Corporation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender identity, sexual orientation, or genetics.