Branch Coordinator - Villages

Pinnacle Home Care•The Villages, FL

About The Position

Pinnacle Home Care is seeking a Clinical Assistant to support organized office operations and administrative coordination across assigned regional locations. The role handles daily branch information, mail, shipments, medical records routing, inventory, supply orders, compliance tracking, employee education follow-up, biohazard activities, fire inspection records, meetings, and training logistics. The Clinical Assistant manages non-clinical calls and requests within the role’s scope and routes clinical concerns to the appropriate Clinical Manager. Clinical assessments and decisions remain the responsibility of licensed clinical staff. The position requires maintaining confidentiality and communicating professionally with clinical staff and corporate teams.

Requirements

High school diploma or equivalent required.
Strong organizational skills, attention to detail, customer service, and independent follow-through.
Proficiency in Microsoft Outlook, Excel, Word, and Teams.
Ability to learn WellSky, CareBestie, and other applicable systems.
Ability to maintain HIPAA-compliant confidentiality and communicate professionally with clinical staff and corporate teams.
Reliable transportation and ability to travel among assigned regional offices as needed.

Nice To Haves

Healthcare office administration or home health experience preferred.

Responsibilities

Update daily branch sheets for each assigned office and maintain accurate branch information.
Coordinate administrative needs and maintain organized office operations across regional locations.
Identify operational concerns, communicate unresolved matters to the DCS, and escalate unresolved items as needed.
Process incoming and outgoing mail, including mail for the corporate office.
Route received medical records to the Medical Records department and arrange secure, approved physical shipments to the corporate office.
Receive, track, and distribute office shipments while protecting confidential patient and employee information.
Organize, stock, distribute, and maintain an accurate inventory of medical supplies.
Order and replenish medical supplies, Start of Care packets, patient education pamphlets, forms, and office supplies under approved procedures.
Monitor supply levels and escalate shortages or discrepancies to the DCS.
Update CareBestie on-call coverage information and manage the CareBestie queue throughout the business day.
Resolve non-clinical calls and requests within the role’s scope and refer clinical concerns to the appropriate Clinical Manager.
Track clinical escalations, follow up for resolution by the end of the day, and elevate unresolved items to the DCS.
Track CPR, driver’s license, professional license, and TB renewals, as applicable.
Follow up on outstanding Learning Management System courses and required employee education; notify employees and leadership of upcoming expirations, document follow-up, and escalate overdue requirements to the DCS and appropriate HR contacts.
Coordinate biohazard compliance activities, service requests, and ticketing.
Schedule and track fire inspections, corrective follow-up, and related office compliance records; support office readiness for inspections and internal reviews.
Coordinate and set up all-staff meetings and training sessions at the DCS’s direction.
Prepare and print agendas, handouts, training materials, and sign-in sheets; maintain and route attendance records.
At the start of the day, update branch sheets, verify on-call coverage, and review the CareBestie queue; throughout the day, handle mail, shipments, inventory, renewals, meetings, and queue follow-up; at the end of the day, confirm non-clinical items are addressed, clinical items are escalated and followed through, and unresolved concerns are reported to the DCS.