Office Assistant/Scheduler

Primary Responsibilities (including, but not limited to):

• Answer and screen incoming phone calls in a pleasant, courteous manner.
• Perform general office functions such as coordinating mail, data input, and file maintenance more fully described as follows:

• Creating and sending client welcome packets.
• Creating and sending prospect information.
• Preparing client and caregiver files.
• Coordinate caregiver interviewing schedule.
• Creating new hire packets and employee handbooks.
• Verifying complete caregiver information in file after hiring.
• Input caregiver information into system.
• Complete caregiver reference checks and criminal background checks.
• Input client leads into system and mail the appropriate materials.
• Ensure all information is properly filed, organized and easily accessible the client name and notify the scheduling team.
• Ensure all caregiver employment paperwork is completed properly and filed according to policy.
• Collect caregiver timesheets (via fax, mail, hand-delivery), put in alphabetical order by caregiver, and verify/reconcile against scheduling calendar.
• Keep track of late and/or missing timesheets, as well as timesheets that have been filled out incorrectly and report this information to the Owner.
• Review daily notes for indication of any significant change in client status as indicated in the caregiver notes section and properly document the information.
• Make the Care Plans, Care Plan binders, Client Welcome Packets, Employee Handbooks and other documentation and communication with clients and potential clients. Ensure all communication is sent in a timely manner according to policy.
• Maintain and update all caregiver files in accordance with state regulations. Monitor licensure expiration dates and follow-up to ensure caregivers are in compliance.

Qualifications

• Minimum of two years in an office managerial setting.
• Ability to communicate pleasantly and effectively with callers and internal staff.
• Familiar with a variety of the field’s concepts, practices, and procedures.
• Team player, excellent verbal and communication skills, adaptable in different situations, possesses excellent client interaction skills.