Office Services Assistant

The Moorings Park Institute Incorporated•Naples, FL

18h•Onsite

About The Position

Moorings Park is looking for an Office Services Assistant. The Office Services Assistant in our assisted living facility is responsible for preparing and filing residents’ records, scheduling, answering, and transferring all telephone calls in a courteous and professional manner, giving information, direction and other appropriate assistance to residents, staff and visitors; performing the clerical duties of the Medical and Nursing Departments to assure that documentation for all medical record information is in compliance with established facility policies and procedures, and State and Federal regulations; coordinating and overseeing scheduling of the nurses and therapists to ensure resource utilization and compliance with physician’s orders and visit authorizations; performing patient intake, including the completion and filing of all necessary records and assist with tracking of medical supplies.

Requirements

Excellent oral and written communication skills in the English language required
During emergencies or natural disasters may be required to be on duty for the duration of the disaster.
High school diploma or equivalent.
Training as a Medical Records Secretary or equivalent preferable, but not mandatory.
Long term care or healthcare experience preferably.
Knowledge of medical terminology.
Minimum two years’ experience working in a office setting.
Proficient with MS Office (Word, Excel and Outlook).

Responsibilities

Answers phone, taking messages and forwarding messages and calls to appropriate parties.
Tracks call lights through S.A.R.A. and notifies staff of pending calls.
Completes monthly schedule for Licensed Nurses and Resident Care Assistants, coordinating PTO requests with Administrator.
Maintains stock of central supplies, forwarding purchase requests to Administrator.
Maintains an adequate supply of Resident Admission Packets.
Inputs monthly data for quarterly reporting.
Assists the nurses with scheduling resident appointments, arranges transportation and escorts.
Prepares daily Transportation Calendar and presents information for daily Stand Up.
Assembles records after discharge and files them in the established order.
Inputs timekeeping data into central timekeeping system to maintain time and attendance and generate accurate reports.
Maintains current resident roster, resident trust fund program and ECC list.
Maintains continuing education training for all nursing staff.
Maintains the security of health information systems and medical records. Assures physical protection is in place to prevent loss, destruction and unauthorized use of both manual and electronic records. For example, assures safeguards are in place such as sign-out systems, and systems for securing file cabinets and file rooms where overflow and discharge records are stored.
Assures systems are in place to maintain confidentiality of manual health information.
Manages the release of information functions for the facility including review and processing of all requests for information. Maintaining facility policies and standards of practice to assure release of information requests are appropriate and meet legal standards and is processed in accordance with facility policies and procedures.
Maintains systems for filing, retention and destruction of overflow records and discharge records in accordance with facility policy and relevant.
Assures systems are in place to maintain up to date resident-specific information in the computerized clinical information system and completes data entry functions as applicable.
Orders and maintains a proper inventory of all medical record forms and distributes to appropriate staff.
Maintains a current Medical Record Policy and Procedure book, including consultant reports.
Reviews all schedules to ensure the agencies best operations of standards are met for productivity and resource utilization
Schedules per -diem clinicians and resolves appointment conflicts or questions from residents.
Updates and scans documents in the electronic health records (EHR)
Comply with applicable federal, state, and local laws, rules, and regulations; maintains knowledge of and follows all company policies and procedures.
Obtain knowledge and demonstrate the principles of Moorings Park, person directed care and successful aging philosophies and their inherent core values of commitment, respect, compassion, dedication, teamwork, and quality. Team member will support, actively participate, and act in accordance with the principles of the Moorings Park service culture and be familiar with and fluent in the language and service pillars of Moorings.
Acknowledge and greet all residents, guests and team members with utmost courtesy and urgency. Ensure visitors sign in; validate the nature of their visit and notify resident or team member of the visitor. Provide high levels of resident engagement.
Answer phones and other communication devices promptly and transfer messages to the appropriate party. Handle inquiries and release information in accordance with established policies and procedures.
Clearly communicate emergency information including fire, severe weather, missing person) to residents, guests and team members using community procedure.
Perform administrative tasks for supervisor, residents and guests as requested.
Receive and ensure distribution of mail and other deliveries to the appropriate residents or department. When desk coverage is available, deliver packages and perishables to resident homes.