Operation Specialist

Family Tree Private Care; Austin (TX); On-site; USD 38,000 - 48,000; Full time

Job summary

Family Tree Private Care in Austin, TX is seeking an Office Coordinator to organize client files, provide clerical support for admissions and orientation, and help with routine communications. You will perform data entry for clinical records, assist with physician signatures, daily reports, and credentialing tasks, while maintaining a friendly, team-oriented attitude.

This role requires strong Microsoft Office skills, excellent communication, and the ability to work independently in a fast-paced

Qualifications

• Minimum 2 years of experience in office coordination or management.
• HR experience is a plus.
• Experience in the home care industry (or related industry – hospice, home health, hospital, etc.) preferred.

Responsibilities

• Organizes, sorts and maintains documentation in client files in a timely manner.
• Provide clerical support including preparation of admission and/or orientation packets, and/or making copies of documents for clinical team to utilize in a residence.
• Assist with communication including: phone systems, memos, answering incoming calls, documents, and disseminates appropriate messages.
• Provides data entry support to clinical services including uploading client record information after clinical review and uploading new hire checklists after signed by DON.
• Performing clerical tasks of faxing POPOC, verbal orders, and 60-day summaries for physician signatures with follow-up calls to confirm receipt of fax.
• Assist with running reports daily and follow up with physicians to obtain signatures in a timely manner.
• Assist clinical with searching for incident reports weekly, printing and providing them to Director of Clinical Services for further follow up.
• Participate in new Care Provider training orientation as needed.
• Demonstrate understanding of company business model and philosophy and articulate such knowledge effectively and convincingly.
• Assist with physician credentialing verification and with delivery/pickup of supplies and forms from clients residence.
• Assist other departments with a friendly, positive team-oriented attitude.
• Monitor and review the task checklist to ensure Care Providers are completing documentation in a timely manner.

Skills

Microsoft Office

Electronic records

Interpersonal skills

Problem solving

Communication

Time management

Attention to detail

Independent work

Team oriented

Empathy

Job description

Description

• Organizes, sorts and maintains documentation in client files in a timely manner.
• Provide clerical support which may include preparation of admission and/or orientation packets, and/or making copies of documents for clinical team to utilize in a residence.
• Assist with communication which may include: phone systems, memos, answering incoming calls, documents, and disseminates appropriate messages. May include forwarding calls to the appropriate clinical coordinator who may be in the community.
• Provides data entry support to clinical services which my include : uploading client record information after clinical review, uploading new hire checklists after signed by DON, and uploading clinical faxes to the client record.
• Performing clerical tasks of faxing POPOC, verbal orders, and 60-day summaries for Physician signatures. This tasks includes follow-up calls to confirm receipt of fax.
• Assist with running reports daily and follow up with physicians to obtain signatures in a timely manner.
• Assist clinical with searching for incident reports weekly, printing and providing them to Director of Clinical Services for further follow up.
• Participate in new Care Provider training orientation as needed.
• Demonstrate thorough understanding of company business model and philosophy and be able to articulate such knowledge effectively and convincingly.
• Assist with process of physician credentialing verification. Assist clinical services with the delivery and pickup of supplies and forms as needed from the clients residence.
• Assist other departments as needed with friendly, positive team-oriented attitude.
• Monitor and review the task checklist to ensure Care Providers are completing documentation in a timely manner.

Description

ROLE AND RESPONSIBILITIES:

• Organizes, sorts and maintains documentation in client files in a timely manner.
• Provide clerical support which may include preparation of admission and/or orientation packets, and/or making copies of documents for clinical team to utilize in a residence.
• Assist with communication which may include: phone systems, memos, answering incoming calls, documents, and disseminates appropriate messages. May include forwarding calls to the appropriate clinical coordinator who may be in the community.
• Provides data entry support to clinical services which my include : uploading client record information after clinical review, uploading new hire checklists after signed by DON, and uploading clinical faxes to the client record.
• Performing clerical tasks of faxing POPOC, verbal orders, and 60-day summaries for Physician signatures. This tasks includes follow-up calls to confirm receipt of fax.
• Assist with running reports daily and follow up with physicians to obtain signatures in a timely manner.
• Assist clinical with searching for incident reports weekly, printing and providing them to Director of Clinical Services for further follow up.
• Participate in new Care Provider training orientation as needed.
• Demonstrate thorough understanding of company business model and philosophy and be able to articulate such knowledge effectively and convincingly.
• Assist with process of physician credentialing verification. Assist clinical services with the delivery and pickup of supplies and forms as needed from the clients residence.
• Assist other departments as needed with friendly, positive team-oriented attitude.
• Monitor and review the task checklist to ensure Care Providers are completing documentation in a timely manner.

Additional Skills

• Fluent in basic Microsoft Office functions (Word, Excel, PowerPoint).
• Able to organize and maintain electronic client records.
• Strong interpersonal skills with clients, care providers, and team members.
• Problem-solving and decision-making skills.
• Excellent written and oral communication skills.
• Able to manage time well and work efficiently.
• Strong attention to detail and organizational skills.
• Works independently.
• Flexible, humble, and team-oriented.
• Compassionate and empathetic.

Requirements

Qualifications and Education Requirements

• Minimum 2 years of experience in office coordination or management
• HR experience is a plus.
• Strong candidates have experience working in the home care industry (or related industry –hospice, home health, hospital, etc.)

Other Requirements

• Ability to drive when required per company polic