Operations Specialist

Position Overview

The Operations Specialist is responsible for providing top level customer service to internal and external clients as it relates to branch location’s clinical operational support activities.

Essential Job Functions

Payroll Activities :

Weekly time sheets entries for caregiver staff visits which generates billing

Audit weekly payroll reports and make timely payroll adjustments when necessary

Process and close payroll each week according to guidelines

Prepare and ensure timesheets and nursing notes for corporate billing department are processed according to guidelines

Prepare and maintain payroll files

Review and audit weekly net profit reports and communicate discrepancies to management in a timely manner

Be primary point of contact for location caregiver payroll inquiries

Establish an open line of communication and positive relationship with the Corporate Payroll department

Personnel Activities :

Assist with caregiver onboarding activities; may be asked to assist with recruiting activities

Ensuring all caregiver personnel files are secure, accurate and complete

Verification and maintenance of caregiver credentials (licenses and certifications)

Creating and providing monthly evaluation and skills report to Director(s)

Coordinate with Corporate Risk Management and Leave of Absence Specialists on all worker compensation claims and return to work coordination activities

Coordinate with People Services on all unemployment claims

Be primary point of contact for caregiver questions relating to company benefits, policies, procedures, education

Caregiver Coordination Activities :

Establish and maintain an orientation schedule for caregiver staff

Maintain accurate and up to date contact list of all active caregivers, including mailing log

Review and confirm weekly schedules according to branch location guidelines

Mail monthly schedule to patient’s home each month according to branch location guidelines

Office Support Activities :

Scanning and / or filing of documentation and records

Assist in answering of incoming calls and ensuring accurate messages are taken and given to the appropriate staff member

Mail distribution to appropriate staff member or department

Process invoices according to branch location guidelines

Office supply orders

Preform special projects as needed

Requirements

High school diploma or GED

Proficient typing skills

Proficient Microsoft Office skills

Preferences

Payroll and / or human resources experience

Private duty, home care or health care company experience

Advanced Microsoft Excel skills

Two (2) years general office experience

Other Skills / Abilities

Must maintain company and employee confidentiality at all times

Must maintain professional boundaries at all times

Ability to remain calm and professional in stressful situations

Attention to detail

Time Management

Effective problem-solving and conflict resolution

Excellent organization and communication skills

Physical Demands

Must be able to speak, write, read, and understand English

Occasional lifting, carrying, pushing, and pulling of up to 25 pounds

Prolonged sitting, walking, standing, bending, kneeling, reaching, twisting

Must be able to sit and climb stairs

Must have visual and hearing acuity

Environment

Performs duties in an office environment with occasional field visits during agency operating hours

Must be able to function in a wide variety of environments which may involve exposure to allergens and other various conditions

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.

Duties, responsibilities and activities may change at any time with or without notice.

Vaccination Requirements

As an employer accepting Medicare and Medicaid funds, employees must comply with all health-related requirements in all relevant jurisdictions, including required vaccinations and testing, subject to exemptions for medical or religious reasons as appropriate.