Operation Specialist

Family Tree Private Care•Austin, TX

About The Position

The Operation Specialist will provide essential clerical and administrative support to the clinical services team. This role involves organizing and maintaining client files, managing communication, performing data entry, and assisting with various administrative tasks to ensure smooth operations within the residence and with external stakeholders.

Requirements

Minimum 2 years of experience in office coordination or management.
Fluent in basic Microsoft Office functions (Word, Excel, PowerPoint).
Able to organize and maintain electronic client records.
Strong interpersonal skills with clients, care providers, and team members.
Problem-solving and decision-making skills.
Excellent written and oral communication skills.
Able to manage time well and work efficiently.
Strong attention to detail and organizational skills.
Works independently.
Flexible, humble, and team-oriented.
Compassionate and empathetic.
Ability to drive when required per company policy.

Nice To Haves

HR experience is a plus.
Experience working in the home care industry (or related industry – hospice, home health, hospital, etc.).

Responsibilities

Organizes, sorts, and maintains documentation in client files in a timely manner.
Provides clerical support, including preparation of admission and/or orientation packets, and making copies of documents for the clinical team.
Assists with communication via phone systems, memos, answering incoming calls, and disseminating messages.
Forwards calls to the appropriate clinical coordinator.
Provides data entry support, including uploading client record information, new hire checklists, and clinical faxes.
Performs clerical tasks such as faxing POPOC, verbal orders, and 60-day summaries for physician signatures, including follow-up calls.
Assists with running reports daily and following up with physicians for signatures.
Assists the clinical team with searching for and providing incident reports to the Director of Clinical Services.
Participates in new Care Provider training orientation as needed.
Demonstrates thorough understanding of company business model and philosophy.
Assists with physician credentialing verification.
Assists clinical services with the delivery and pickup of supplies and forms from client residences.
Assists other departments as needed with a positive team-oriented attitude.
Monitors and reviews task checklists to ensure Care Providers are completing documentation in a timely manner.