Operations Specialist

Talentify; Needham (MA); On-site; USD 42,000 - 68,000; Full time

Job summary

Talentify is seeking an Operations Specialist to support daily office operations, patient families, caregivers, and clinical staff. The role involves handling inquiries, maintaining records, coordinating meetings, and ensuring efficient workflows in a fast-paced environment.

Strong organizational skills, proficiency with Microsoft Office, and the ability to manage confidential information are essential for success in this role.

Qualifications

• High school diploma or GED.
• Two years general office experience.
• Proficient typing skills.
• Proficient Microsoft Office skills.

Responsibilities

• Act as a point of contact for inquiries and build positive relationships with patients, families, caregivers, colleagues, and stakeholders.
• Collaborate with teams to enhance customer satisfaction and experience.
• Physician signature management and tracking of plans of care from clinical personnel.
• Manage physician order tracking in the system and coordinate with clinical teams.
• Assemble initial POC packets and submit for signatures in a timely manner.
• Assist with day-to-day office operations to maintain an organized workspace.
• Maintain documentation and records; submit requested documents and records as needed.
• Coordinate logistics for meetings, events, and office functions.
• Oversee office supplies, equipment, and facilities to ensure optimal functionality.

Skills

Customer service

Office administration

Data entry

Microsoft Office

Communication skills

Education

High school diploma or GED

Tools

Microsoft Office Suite

Job description

Position Overview

As an Operations Specialist, you will be an integral part of the team, contributing to the seamless functioning of various office operations. This multifaceted role requires a versatile professional with expertise in customer service, personnel and operations support. The successful Operations Specialist will excel in a dynamic environment, demonstrating the ability to handle diverse tasks efficiently.

Essential Job Functions

• Act as a point of contact for inquiries, providing exceptional service and fostering positive relationships with a diverse range of individuals, including patient families, caregivers, colleagues, and external stakeholders.
• Collaborate with teams to enhance overall customer satisfaction and experience.
• Physician signature management
• Track and obtain signed plans of care (POCs) from ordering medical personnel (e.g., Physician, Nurse Practitioner)
• Manage physician order tracking in myUnity
• Support clinical team in assembling initial POC packets and submitting for timely signatures.
• Assist in assembling and submitting re-certification POC packets with required paperwork and request physician approval on behalf of clinical teams.
• Location Support
• Assist with coordination of day-to-day office operations, ensuring a well-organized and efficient workspace.
• Management and maintenance of documentation and records.
• Submission and tracking of requested documentation and records.
• Coordinate logistics for meetings, events and office functions.
• Oversee office supplies, equipment, and facilities to maintain optimal functionality.
• Assist in answering incoming calls and ensuring accurate messages are taken and given to the appropriate staff member.
• Mail distribution to appropriate staff member or department.
• Process invoices according to branch location guidelines.
• Perform other duties as needed to support location needs.
• Personnel Support
• Support various personnel functions, including onboarding, offboarding, and record-keeping.
• Coordinate fingerprinting needs for any relevant contracts to ensure timely completion.
• Assist with recruiting activities.
• Ensure the security, accuracy, and completeness of caregiver personnel files to include:
• Verifying and maintaining caregiver credentials (licenses and certifications).
• Creating and providing monthly evaluation and skills report to Director(s).
• Serve as a backup to payroll processes during the absence of the Client Experience Manager, Client Experience Coordinator or Executive Director as needed, ensuring continuity and accuracy in payroll operations.

Requirements

• High school diploma or GED
• Two (2) years general office experience
• Proficient typing skills
• Proficient Microsoft Office skills

Preferences

• Private duty, home care or health care experience
• Advanced Microsoft Excel skills

Other Skills / Abilities

• Must always maintain company and employee confidentiality.
• Must maintain professional boundaries at all times.
• Ability to remain calm and professional in stressful situations.
• Attention to detail.
• Time Management
• Effective problem-solving and conflict resolution
• Excellent organization and communication skills

Physical Requirements

• Must be able to speak, write, read, and understand English.
• Occasional lifting, carrying, pushing, and pulling of up to 25 pounds.
• Prolonged sitting, walking, standing, bending, kneeling, reaching, twisting.
• Must be able to sit and climb stairs.
• Must have visual and hearing acuity.

Environment

• Performs duties in an office environment with occasional field visits during agency operating hours
• Must be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions.

Other Dutie

s

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Vaccine Requirement

As an employer accepting Medicare and Medicaid funds, employees must comply with all health-related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.

As an employer accepting Medicare and Medicaid funds, employees must comply with all health-related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.

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