Home Care Office Assistant

Girling Personal Care; San Antonio (TX); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Medical, Dental and Vision Benefits

Continued Education

Company Matched 401K

Monthly Bonus

PTO Plan

Retirement Planning

Life Insurance

Employee discounts

Job summary

Girling Personal Care, part of the Addus family, seeks an Office Coordinator to coordinate administrative, business, and operational activities. You will maintain communication with branch leadership and ensure accurate file maintenance in a fast-paced healthcare office in San Antonio, TX.

The role requires handling phones, emails, client care coverage, real-time missed visits, complaints, and full-cycle recruiting with a focus on community presence and compliant onboarding.

Qualifications

• Must have a high school diploma or equivalent.
• 1 year of health care office experience (home care, home health or hospice).
• Interpersonal, organizational and communication skills.
• Adaptable to changing priorities.
• Comfortable with community recruiting weekly.
• Reliable transportation (DL, Insurance and Vehicle).
• Ability to cover shifts in the field as needed.

Responsibilities

• Manage the Branch Phones: take, make, and log calls; document in case notes; those calls are verified in reports.
• Manage Emails / Teams: keep communications open during office hours and respond promptly.
• Provide Client Care: cover critical clients when an aide is unavailable.
• Complete Missed Visits in Real Time: cancel shifts and log calls.
• Complete Client Complaint Log: document complaints with insurance info and resolutions.
• Recruiting: manage candidate flow in ClearCompany; follow 3-2-1 Recruiting process.
• Interviewing: assess hire suitability and communicate next steps with candidates.
• Orientations: schedule and ensure compliant orientations.
• Hire/Start to meet monthly goals; establish and maintain compliant employee files.
• Boots on the Ground Recruiting: engage communities weekly; hang flyers and raise awareness.
• Schedule and attend employment job fairs.
• Conduct customer service calls with new employees after day 1 and after 3 weeks.

Skills

Interpersonal skills

Organizational skills

Communication skills

Adaptability

Transportation

Community recruiting

Shift coverage

Education

High school diploma or equivalent

Job description

Position Summary

This position will coordinate administrative, business, and other operational activities in the office by performing the following duties: maintaining solid and consistent communication with branch leadership and ensuring accurate file maintenance.

Hours

Full Time Monday through Friday 8 am to 5:00 pm.

We Offer Our Team The Best

• Medical, Dental and Vision Benefits
• Continued Education
• Company Matched 401K
• Monthly Bonus
• PTO Plan
• Retirement Planning
• Life Insurance
• Employee discounts

Position Requirements & Competencies

• Must have high school diploma or equivalent.
• Must be able to cover shifts in the field as needed.
• 1 year of health care experience in an office; home care, home health or hospice.
• Interpersonal, organizational and communication skills.
• Must adapt well to changing priorities.
• Must be comfortable with recruiting in the community weekly.
• Must have reliable Transportation (DL, Insurance and Vehicle).

As Office Coordinator, you are expected to handle the following tasks daily / weekly

• Manage the Branch Phones. You must be available to take, make, and follow up with calls to/from the branch. You must also document the call information in the appropriate case notes in a timely manner. These calls will be verified on the AWS Call Reports. If you report that you have made a call or left a voicemail, evidence of that call will be expected to be reflected in the report.
• Manage Emails / Teams Communications. You should have your emails and Teams open for the entirety of your office hours so that you can address incoming emails and messages timely.
• Provide Client Care. You should be able to cover a critical client who does not have a backup in place when an aide is unavailable. As the Office Coordinator, you will be the first person requested to leave the branch to cover critical clients during the business day.
• Complete Missed Visits in Real Time. If you speak to a client that has declined care or cancelled care, you are expected as the recipient of that call to cancel the shift, document the call in the Case Notes and complete a Missed Visit Report in real time.
• Complete Client Complaint Log. Every time a client calls in with a complaint regarding their care, their aide, the office, the agency, etc., you are expected to document the complaint in the Case Notes as well as the Client Complaint Log located in Company Forms on the R Drive. You will be required to complete the log in its entirety to include the client’s insurance company and the resolution.
• Recruiting. You are responsible for managing the candidate flow in ClearCompany daily/weekly. This includes following the company’s 3-2-1 Recruiting Process before we determine the candidate is not viable (unless the candidate expresses, they not interested in the position), and documenting the correct status of the candidate in ClearCompany. This task is to be done with the understanding that the first person to contact, interview and onboard the candidate gets the hire. 3-2-1 Recruiting: 3 Text Messages, 2 Phone Calls and 1 Email
• Interviewing. It is your responsibility to interview candidates to determine if they are hirable, and if they would be a great fit for our clients. During the interview process, if you determine that you wish to proceed with hiring the candidate, be sure to communicate the next steps in the process to include reference checks, criminal background checks, 2-Year Proof of Residency Requirements, TB Test requirements, etc.
• Orientations. You are expected to schedule and complete compliant orientations with the candidate. The orientation date is the candidates hire date. It is your responsibility to ensure all orientations follow compliance requirements.
• Hire/Start to meet monthly goals.
• Establish and Maintain Compliant Employee Files.
• Boots on the Ground Recruiting. You are responsible for getting out into the communities where staff is needed to meet people where they are, hang flyers, and create awareness of Arcadia Home Care & Staffing at least once a week.
• Schedule and Attend Employment Job Fairs.
• Conduct Customer Service Calls with New Employees. You will be expected to reach out to new employees after their first day of work to verify how things went, and again after 3 weeks of work.

Addus provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Girling Personal Care, a member of the Addus Family of Companies, is a proven provider and employer combining experience, breadth of services, compassionate care, and strong community ties with a commitment to both client and employee satisfaction. This combination along with over 30 years of experience in Texas makes it a trusted choice for families and caregivers seeking high-quality, personalized care in the home.

Employee wellbeing is top priority at Addus Homecare, and we're thrilled to announce our recognition as the top healthcare company on Indeed's 2024 Top 100 Work Wellbeing Index. View the full rankings here: https://www.indeed.com/employers/work-wellbeing/work-wellbeing-100-ranking.