Rehabilitation Administrative Assistant, part time

Overview

Perform a wide variety of administrative duties to assist all Rehabilitation and Ancillary departments, including OT, PT, SLP, Fitness, and Audiology.

24 hours over 3-4 days a week.

Hours = 9AM-3PM if 4 days/week; schedule must include Monday or Friday.

9AM-5:30PM if 3 days/week; schedule must include Monday or Friday.

Responsibilities

• Implement administrative systems for Rehabilitation and Services.
• Enter data, including clinical, billing, and statistical data, according to set timelines, and with accuracy and efficiency.
• Schedule and register in both Meditech and Optima with proficiency and accuracy.
• Maintain logs of clinical and administrative data to ensure regulatory compliance.
• Communicate and respond to issues and problems in a timely and efficient manner.
• Coordinate and verify all billing data prior to submission to Fiscal Services.
• Attend meetings as designated.
• On a daily basis, collect and distribute mail and perform other routine office procedures.
• Print and distribute reports, clinic schedules, prepare statistical data.
• Perform clerical duties including typing, filing, scanning, etc.
• Collaborate on projects as needed.
• Adhere to established departmental policies, procedures, and objectives.
• Perform other related duties as required or as responsibilities dictate.

Required Qualifications

Core Competencies:

• Maintain open communications with Administrative Manager, Rehabilitation Services, Management Team, and Staff of Rehabilitation Services.
• Communicate with patients/families/all disciplines in a manner that conveys respect, caring, and sensitivity.
• Maintain good working relationships both inter and intra departmentally.
• Demonstrate flexibility and ability to work with multiple managers with multiple requests and prioritize to meet everyone’s needs.
• Protect patient confidentiality by promoting professional staff communication according to HIPAA standards.
• Exemplify professionalism and exhibit values that contribute to the achievement of the mission of the Hebrew Rehabilitation Center.

Communication:

• Introduce self and identify role to others.
• Demonstrate “emotional presence” by listening attentively and attending to concerns/needs.
• Act as an advocate on behalf of patients as needed or as appropriate.
• Communicate with patients/families/visitors/staff in a manner that conveys respect, caring, and sensitivity.
• Listen and respect others’ opinions.
• Accountable for staying informed by reviewing memos, emails, and other forms of communication.
• Responsible for communicating and responding to issues and problems in a timely and efficient manner.
• Respond to patients in all situations with a calm, sensitive, and supportive approach.

Teamwork/Collaboration and Flexibility:

• Demonstrate flexibility.
• Act in a manner outside the traditional “role” as needed in order to meet patients’ needs.
• Promote a healthy environment by demonstrating trust, mutual respect, visible support, and open, honest communication with all members of the team.
• Involve other team members by sharing information.

Professionalism:

• Follow all policies and procedures set forth by the organization and outlined in HSL’s policy manuals and the employee handbook.
• Maintain confidentiality of patient information.
• Meet all requirements as outlined by regulatory and licensure standards.

Quality Improvement:

• Communicate issues/concerns to leadership that may require quality monitoring.
• Offer suggestions and solutions that may improve systems and care.
• Keep updated on performance improvement projects at the Health Center.
• Participate in quality improvement initiatives as may be required.

Leadership/Development:

• Serve as a resource to the team, new employees, and volunteers (if applicable).
• Seek opportunity for professional development by attending internal and external trainings, educational programs, and conferences.

Safety:

• Practice in accordance with established standards of care for safety of patient, self, and co-workers.
• Identify and report basic safety issues or problems (e.g., spills) and take action whenever appropriate.
• Identify and report errors/potential errors according to policy.
• Adhere to all infection control policies.
• Promote the health and safety of all by following established infection control procedures (i.e., hand washing, use of personal protective equipment).

Preferred Qualifications

• Associate’s degree in Business, preferred.
• Demonstrate proficiency in knowledge and the use of all aspects of computer software, including Meditech or similar database software.
• Minimum of three to five years of administrative assistant experience.
• Strong written and verbal communication skills are essential.
• Demonstrate flexibility and ability to work with multiple managers with multiple requests, and prioritize to meet everyone’s needs.
• Strong attention to detail.

Required Training

• Successful completion of HRC orientation.
• Successful completion of departmental orientation.
• Annual attendance at infection control, fire safety, and elder abuse education programs.