Home Care Office Assistant - Bilingual

Addus HomeCare•Austin, TX

2d•Onsite

About The Position

This position will coordinate administrative, business, and other operational activities in the office by performing the following duties: maintaining solid and consistent communication with branch leadership and ensuring accurate file maintenance. The Office Coordinator is expected to handle tasks such as managing branch phones and emails/Teams communications, providing client care, completing missed visits and client complaint logs, recruiting, interviewing, conducting orientations, establishing and maintaining compliant employee files, boots on the ground recruiting, scheduling and attending employment job fairs, and conducting customer service calls with new employees.

Requirements

Must have high school diploma or equivalent.
Must be able to cover shifts in the field as needed.
1 year of health care experience in an office; home care, home health or hospice.
Interpersonal, organizational and communication skills.
Must adapt well to changing priorities.
Must be comfortable with recruiting in the community weekly.
Must have reliable Transportation (DL, Insurance and Vehicle).

Responsibilities

Manage the Branch Phones. You must be available to take, make, and follow up with calls to/from the branch. You must also document the call information in the appropriate case notes in a timely manner. These calls will be verified on the AWS Call Reports. If you report that you have made a call or left a voicemail, evidence of that call will be expected to be reflected in the report.
Manage Emails / Teams Communications. You should have your emails and Teams open for the entirety of your office hours so that you can address incoming emails and messages timely.
Provide Client Care. You should be able to cover a critical client who does not have a backup in place when an aide is unavailable. As the Office Coordinator, you will be the first person requested to leave the branch to cover critical clients during the business day.
Complete Missed Visits in Real Time. If you speak to a client that has declined care or cancelled care, you are expected as the recipient of that call to cancel the shift, document the call in the Case Notes and complete a Missed Visit Report in real time.
Complete Client Complaint Log. Every time a client calls in with a complaint regarding their care, their aide, the office, the agency, etc., you are expected to document the complaint in the Case Notes as well as the Client Complaint Log located in Company Forms on the R Drive. You will be required to complete the log in its entirety to include the client’s insurance company and the resolution.
Recruiting. You are responsible for managing the candidate flow in ClearCompany daily/weekly. This includes following the company’s 3-2-1 Recruiting Process before we determine the candidate is not viable (unless the candidate expresses, they not interested in the position), and documenting the correct status of the candidate in ClearCompany. This task is to be done with the understanding that the first person to contact, interview and onboard the candidate gets the hire.
Interviewing. It is your responsibility to interview candidates to determine if they are hirable, and if they would be a great fit for our clients. During the interview process, if you determine that you wish to proceed with hiring the candidate, be sure to communicate the next steps in the process to include reference checks, criminal background checks, 2-Year Proof of Residency Requirements, TB Test requirements, etc.
Orientations. You are expected to schedule and complete compliant orientations with the candidate. The orientation date is the candidates hire date. It is your responsibility to ensure all orientations follow compliance requirements.
Hire/Start to meet monthly goals.
Establish and Maintain Compliant Employee Files.
Boots on the Ground Recruiting. You are responsible for getting out into the communities where staff is needed to meet people where they are, hang flyers, and create awareness of Arcadia Home Care & Staffing at least once a week.
Schedule and Attend Employment Job Fairs.
Conduct Customer Service Calls with New Employees. You will be expected to reach out to new employees after their first day of work to verify how things went, and again after 3 weeks of work.