Nursing Department Assistant

FFF_Enterprises; Temecula (CA); On-site; USD 42,000 - 62,000; Full time

Job summary

FFF Enterprises in Temecula, CA seeks an Administrative Assistant to support Nufactor, Pharmacy, Nursing, Customer Service and Operations. You will maintain licensing databases, assist with agreements, onboarding, and credentialing, and provide clerical support to nursing staff.

The role requires strong Microsoft Office skills, confidentiality per HIPAA, excellent communication, and the ability to manage multiple tasks with accuracy.

Qualifications

• High School Diploma or equivalent; and minimum of one (1) year of directly related administrative experience.
• Proficient with Microsoft PowerPoint, Word, and Excel.
• Basic understanding of Internet technologies.
• Excellent verbal and written communication with customers and management.
• Strong organizational skills and ability to present data clearly.
• Ability to perform work with a high degree of accuracy.
• Ability to prioritize and track multiple projects to ensure deadlines are met.
• Ability to participate on and work as an integral member of a team.
• Ability to exercise discretion and maintain confidentiality to the level of required HIPAA standards.

Responsibilities

• Maintain a current database of nursing licenses, liability insurance, and CPR expiration dates; follow up to prevent lapse.
• Assist in obtaining Business Associate Agreements and Infusion Service Agreements; forward for review.
• Maintain copies of nursing contracts in MedForce.
• Maintain agency list in Alayacare; complete onboarding/offboarding forms.
• Collaborate with Clinical Nurse Coordinators to onboard new agencies.
• Maintain a current nursing spreadsheet.
• Track HHAs/INCs for annual recredentialing.
• Support annual credentialing process for agencies; update nursing spreadsheet.
• Provide administrative services to nursing staff as needed.
• Collaborate with Clinical Nurse Coordinators on rate increases and contract updates.
• Maintain MedPro spreadsheet by monthly communications with HHAs for current license data.
• Upload Nursing Skills Assessment forms into Medforce.
• Pursue process improvements and service quality for internal/external customers.
• Interface with customers including Independent Contracted Nurses and Home Health Agencies.
• Adhere to all company policies; comply with Federal and State regulations.
• Display professionalism and loyalty to company values.
• Share knowledge to improve on-the-job effectiveness.
• Work effectively with coworkers and customers; communicate progress and issues.
• Comply with Injury and Illness Prevention Program; work safely and report hazards.
• Ensure conduct aligns with Compliance Program Policies; report concerns.
• Perform other duties as assigned.

Skills

Verbal communication

Written communication

Organizational skills

Attention to detail

HIPAA confidentiality

Independent work

Problem solving

Team player

Education

High School Diploma or equivalent

Tools

Microsoft PowerPoint

Microsoft Word

Microsoft Excel

Job description

Position Summary

This position provides support for Nufactor , Pharmacy, Nursing, Customer Service and Operations.

Essential Functions and Duties

• Maintains a current database of all HHA and ICN nursing licenses, liability insurance and CPR card expiration dates. Follows up with HHA and ICN in a timely manner to ensure there is no lapse of current documents on file.
• Assist nursing department with obtaining Business Associate Agreements and Infusion Service Agreements for all active Home Health Agencies and Independent Contracted Nurses and forwards to Sr VP Operations for review and signature.
• Assists in maintaining copies of all nursing contracts electronically in MedForce.
• Maintains current agency list in Alayacare Database, completes onboarding and offboarding form.
• Collaborates with Clinical Nurse Coordinators to complete onboarding of New Agencies.
• Maintains a current nursing spreadsheet.
• Helps assist with tracking HHAs and INCs who are due for annual recredentialing.
• Assists with QA Nurse and Nursing Department Assistant II to complete annual credentialing process for all agencies, follow the Annual Credentialing process, and update the nursing spreadsheet.
• Provide administrative services to nufactor nursing staff as needed.
• Collaborate with Clinical Nurse Coordinators regarding agency requests for rate increases and updates to agency contracts.
• Maintains MedPro spreadsheet by communicating monthly with HHAs to obtain current and up-to-date nursing license information and certification.
• Uploads Nursing Skills Assessment forms into Medforce.
• Continuously strive to improve processes, service quality to internal and external customers.
• Interfaces with customers on a regular basis including, but not limited to, Independent Contracted Nurses and Home Health Agencies for the purpose of building and supporting quality customer relationships.
• Adheres specifically to all company policies and procedures, Federal and State regulations and laws.
• Display dedication to position responsibilities and achieve assigned goals and objectives.
• Represent the Company in a professional manner and appearance at all times.
• Understand and internalize the Company’s purpose; Display loyalty to the Company and its organizational values.
• Display enthusiasm and dedication to learning how to be more effective on the job and share knowledge with others.
• Work effectively with co-workers, internal and external customers and others by sharing ideas in a constructive and positive manner; listen to and objectively consider ideas and suggestions from others; keep commitments; keep others informed of work progress, timetables, and issues; address problems and issues constructively to find mutually acceptable and practical business solutions; address others by name, title, or other respectful identifier, and; respect the diversity of our work force in actions, words, and deeds.
• Comply with the policies and procedures stated in the Injury and Illness Prevention Program by always working in a safe manner and immediately reporting any injury, safety hazard, or program violation.
• Ensure conduct is consistent with all Compliance Program Policies and procedures when engaging in any activity on behalf of the company. Immediately report any concerns or violations.
• Other duties as assigned.

Education, Knowledge, Skills, and Experience

Required Education:

• High School Diploma or equivalent; and minimum of one (1) year of directly related administrative experience.

Required Knowledge:

• Intermediate to advanced Microsoft PowerPoint, Word, and Excel skills.
• Basic understanding of Internet technologies.

Required Skills:

• Excellent verbal and written communication skills and the ability to interact effectively with customers, co-workers, and management.
• Strong organizational skills including the ability to organize data and concepts into effective written presentations.
• Ability to perform work with a high degree of accuracy.
• Ability to prioritize and track multiple projects to ensure deadlines are met.
• Ability to participate on and work as an integral member of a team.
• Ability to exercise discretion and maintain confidentiality to the level of required HIPAA standards.
• Ability to work and make decisions independently and effectively with limited supervision and direction.
• Ability to respond to and recommend solutions to a wide variety of problems.

Physical requirements

Vision, hearing, speech, movements requiring the use of wrists, hands and/or fingers. Must have the ability to view a computer screen for prolonged periods and the ability to sit for extended periods. Must have the ability to work the hours and days required to complete the essential functions of the position, as scheduled. Must have the ability to lift and maneuver items of at least 20 lbs. Must have the ability to travel occasionally. Working condition include normal office setting.

Mental Demands

Learning, thinking, concentration and the ability to work under pressure, particularly during busy times. Must be able to pay close attention to detail and be able to work as a member of a team to ensure excellent customer service. Must have the ability to interact effectively with co-workers and customers, and exercise self-control and diplomacy in customer and employee relations’ situations. Must have the ability to exercise discretion as well as appropriate judgments when necessary. Must be proactive in finding solutions.

Direct Reports

No

EEO Statement

FFF Enterprises and Nufactor are an equal opportunity employer and prohibits discrimination and harassment based on the following characteristics: race, color, religion, national origin, physical or mental disability, gender, age (40 years and over) qualified veteran and any other characteristic protected by state or federal anti-discrimination law covering employment. These categories are defined according to Government Code section 12920. The Company prohibits unlawful discrimination based on the perception that anyone has any of those characteristics or is associated with a person who has or is perceived as having any of those characteristics.

Acknowledgement

The above statements are intended to describe the general nature and level of work being performed by the incumbent assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and/or skills required of all personnel so classified.

The undersigned employee acknowledges receipt of the Job Description for the employee’s position and understands the essential functions, responsibilities, and qualifications of the position. Furthermore, the employee acknowledges that this Job Description does not include all the essential functions of this position, and that these essential functions may change as deemed necessary by the manager.