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Employment Type : Full-Time
SUMMARY On behalf of Critical Nurse Staffing, LLC (“CNS” or “Company”), this position provides administrative and staff scheduling and secretarial support to the assigned department or region. In addition to answering phone calls, typing, and filing; this position may perform duties such as record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, working on special projects, and staffing and scheduling of staff for in-home visits. Deals with a diverse group of staff and visitors as well as internal contacts at all levels of the organization. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following: Employee must have regular attendance/punctuality, be able to work with others at all levels of the Company, have exceptional customer service, and be completely honest. Other assigned duties include: 1. Transports current patients and lead clients to healthcare appointments and essential community errands using CNS provided vehicle within designated scheduling timeframes. This could be up to 75% of the time. 2. Creates episodes in the electronic medical record accurately within designated time frames. 3. Enters accurate staff and patient information into Company databases. 4. Creates and maintains assigned patient staffing schedules. 5. Schedules patient visits according to patient request, plans of care, and staff availability. 6. Finds replacement staff for sick calls, call offs, vacation, and leaves of in-home staff during regular business hours. 7. Enters staff schedules and assign visits in the Electronic Medical Record within designated time frame prior to the next episode. 8. Contacts assigned patient supervisor and patient regarding day-to-day changes. 9. Coordinates with patient supervisor and State Administrators to ensure adequate staff is available. 10. Coordinates with Human Resources and Education to support orientation and onboarding of new employees. Communicates with new hires on schedule. 11. Maintains designated portion of staff and client database (e.g. Dates and reminders, client admissions, client hospital admissions and discharges). 12. Maintains accurate and timely staff and client statistics and reports, as related to scheduling. 13. Provides routine reports and updates to patient supervisor. 14. Provides accurate relevant information pertaining to scheduling to on call personnel before clocking out of shift. 15. Organizes activities such as meetings, travel, conferences and department activities for all members of the assigned department or region. 16. Establishes, develops, maintains and updates filing system(s) for the department or region. Retrieves information from files when needed. 17. Organizes and prioritizes large volumes of information and calls. 18. Sorts and distributes mail. Opens mail for the internal employees. 19. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information. 20. Answers phones for assigned department or region. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other support employees to cover phones. 21. Acts as a liaison with other departments or regions and outside agencies, including high-level staff. 22. Works independently and within a team on special nonrecurring and ongoing projects. 23. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy. 24. Supports the Sales & Marketing Department with tasks such as, outreach communication to patients and leads within an assigned region and event coordination and communication. 25. Working knowledge of Excel a must. 25. Other duties as assigned. SUPERVISORY RESPONSIBILITIES This position does not have direct supervisory responsibilities. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. EDUCATION and/or EXPERIENCE Required: High school diploma and one (1) year of administrative experience and/or staff scheduling experience; or equivalent education and experience. RELATED COMPETENCIES Language Skills: Must be able to read, analyze, and interpret general business practices, policies and procedures, professional journals, technical guidelines, and governmental regulations. Must be able to write reports, business correspondence, and procedure manuals. Must be able to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Must be able to accurately and clearly provide guidance and direction to Company staff and employees. Building Partnerships: Identify opportunities and take actions to build strategic relationships between one's area and other areas, teams, departments, units, or organizations to help achieve business goals. Decision Making: Identify and understand issues, problems, and opportunities; possess ability to analyze data from different sources to draw conclusions; utilize effective approaches for choosing a course of action or developing appropriate solutions; take action that is consistent with available facts, constraints, and probable consequences. Customer Service: Must have exceptional customer service skills. Must have an in-depth understanding of business communication etiquette. CERTIFICATES, LICENSES, REGISTRATIONS, & MEDICAL REQUIREMENTS CLEARANCES The following background checks are conducted: