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Administrative Specialist

Administrative Specialist

Wheeler Staffing PartnersNorwood, MA, US
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Job Description

Job Title : Administrative Specialist

Employment Type : Contract – Open Ended (potential to convert to contract-to-hire)

Pay Range : $18 – $23 per hour

Schedule : Monday – Friday, 8 : 00 AM – 5 : 00 PM

Location : Norwood, MA (100% Onsite – Not Remote)

Position Overview

Wheeler Staffing Partners is seeking an Administrative Specialist to join our client’s team in Norwood, MA. This role serves as the central hub of communication between patients, families, field staff, and leadership. The Administrative Specialist is responsible for triaging calls, managing patient documentation, supporting equipment and supply needs, and coordinating team schedules. This position requires excellent organization, strong communication skills, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Key Responsibilities

Patient & Family Support

  • Answer and triage incoming calls from patients, families, and field staff, providing timely assistance and routing inquiries appropriately.
  • Support families and field staff with medical equipment and supply orders; track deliveries and arrange equipment pickups for patient discharges or deaths.

Documentation & Compliance

  • Review, process, and file incoming faxes and patient-related documentation accurately.
  • Partner with physicians to ensure all necessary documentation is signed and filed in patient charts.
  • Prepare, maintain, and upload required documentation for weekly Interdisciplinary Group (IDG) meetings into SharePoint.
  • Conduct weekly chart reviews to verify recertification dates and ensure proper scheduling of recert visits.

    • Team Coordination & Scheduling

  • Maintain daily workflows for all hospice teams, ensuring accuracy and timeliness.
  • Prepare and organize documentation for weekly IDG conferences across multiple teams.
  • Participate in daily stand-up / stand-down meetings; update HCHB (HomeCare HomeBase) to reflect new information.
  • Collaborate with team directors to schedule patient visits, recertifications, and care orders.
  • Assign hospice aides to new patients; coordinate schedule changes for staff absences.
  • Communicate schedule updates, training reminders, and meeting details to hospice aides.

    • Meeting & Workflow Management

  • Process and distribute meeting documentation to field staff and after-hours teams.
  • Ensure all IDG-related materials are prepared, printed, and organized ahead of meetings.

    • Qualifications

    Required :

  • High school diploma or equivalent.
  • Minimum 2+ years of experience in healthcare coordination, a medical office, or administrative support role.
  • Strong knowledge of medical documentation processes and patient care workflows.
  • Excellent organizational skills with the ability to manage multiple priorities.
  • Strong written and verbal communication skills to work effectively with patients, families, clinicians, and leadership teams.
  • Proficiency in Microsoft Office Suite.

    • Preferred :

  • Experience in hospice or home health settings.
  • Familiarity with EMR systems such as HomeCare HomeBase (HCHB).
  • Knowledge of insurance authorizations, recertifications, and IDG processes.

    • Why Join Wheeler Staffing Partners?

    At Wheeler Staffing Partners, we connect skilled professionals with rewarding opportunities. This Administrative Specialist role offers the chance to make an immediate impact in patient care coordination and team support while building valuable healthcare administration experience.

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    Administrative Specialist • Norwood, MA, US