Administrative Assistant - Nursing

Open Arms Care Corporation•Nolensville, TN

About The Position

The Administrative Assistant for Nursing performs clerical, processing, and data-entry functions within the nursing department to support the efficient and responsive delivery of nursing services. The role follows established workflows and assignments to address nursing needs and helps ensure corporate, nursing, and regulatory compliance. The position supports client medical assessments, appointments, records, supplies, and laboratory work; assists nursing staff and the dietician; and contributes to interdisciplinary teamwork. It also performs day-program reception duties, including answering and directing calls, welcoming and registering visitors, and routing packages. The role requires maintaining confidentiality, professionalism, organization, and current required training and certifications.

Requirements

Knowledge and proficiency with Microsoft Word, Excel, PowerPoint, and other Microsoft software.
Ability to communicate verbally and in writing with clients, employees, families, and medical providers.
Excellent organizational skills.
Ability to work independently, set priorities, and handle multiple tasks with speed and accuracy.
Ability to meet assigned deadlines.
Good oral, written, and interpersonal skills.
Ability to maintain confidentiality.
Ability to project a positive and professional image for the organization.
Ability to greet clients, visitors, and employees courteously.
Ability to remain calm under stress and handle dissatisfied customers appropriately.
Ability to work effectively as a team member.
Ability to prioritize and manage time effectively.
Ability to communicate effectively with community medical providers concerning client needs.
Ability to lift at least 25 pounds repetitively; tasks may include lifting, turning, bending, and squatting.
Willingness to obtain training and maintain certification as a certified phlebotomist.

Responsibilities

Treat clients with dignity and in a professional, considerate manner.
Develop and maintain tracking data for client nursing assessments, laboratory work, and medical appointments, and assist with timely completion.
Assist with inventory tracking and ordering nursing and laboratory supplies as appropriate and at the direction of the Health Services Director (HSD).
Ensure office supplies are ordered when needed, subject to HSD approval.
Assist the Nurse Appointment Coordinator (NAC) with medical and laboratory appointment scheduling and obtaining medical records from appointments.
File medical records in appropriate client files as assigned by the HSD.
Fax or email medical records and Physician Orders to medical providers and pharmacy services as directed by the HSD.
Prepare client records and files for internal medical clinic appointments so the medical provider has the required information and documentation.
Attend the weekly Medical Director preparation meeting to learn which clients will be seen.
Participate actively in the interdisciplinary team, attend meetings, and advocate for clients as appropriate.
Obtain training and maintain certification as a certified phlebotomist.
Prepare laboratory requisitions for client lab work.
Answer the Day Program phone and direct calls to the appropriate person.
Monitor Day Program doors, welcome visitors, ensure visitors register, accept packages, and route packages to the correct personnel.
Purge medical records as trained and directed by the HSD.
Assist with client personal needs and assignments as directed by the HSD.
Assist nurses and the dietician with obtaining monthly and as-ordered client weights and ensure accuracy.
Prepare appointment packets for every client appointment and provide them to the person transporting the client.
Create NPO or medication-hold sheets as needed for appointments and lab work, and email NPO sheets to the appointment group email list for posting in the client home.
Develop and email the weekly medical appointment calendar to the appropriate appointment email groups.
Attend required trainings and meetings and remain current on required Open Arms Care certifications and training.
Maintain familiarity with CMS regulations as they apply to an ICF/IID.
Participate in additional committees as assigned or volunteer.
Perform other duties as assigned.