AA - Clinical Operations

Administrative Assistant – Clinical OperationsReports To - Administrative Team LeaderStatus - Non ExemptShift - Monday - Friday 8am - 4:30pmLocation - Refer to Offer LetterSummaryThe Clinical Administrative Assistant serves as a key support resource for Clinical Operations by ensuring the accurate and timely management of clinical documentation within the EMR in compliance with organizational, regulatory, and industry standards. This role coordinates administrative processes, facilitates effective communication, and supports the delivery of high-quality patient care. Success in this position requires strong organizational skills, professionalism, adaptability, and a proactive, solution-oriented approach. The Administrative Assistant demonstrates exceptional customer service while embodying Four Seasons' CBRITER values of Compassion, Balance, Respect, Integrity, Teamwork, Excellence, and Resilience, helping to foster a collaborative environment and an outstanding care experience for patients, caregivers, staff, and partners.Role DescriptionThe Clinical Administrative Assistant monitors, tracks, and manages clinical documentation within the Electronic Medical Record (EMR) system to ensure documentation is completed according to compliance standards, organizational policies, and industry best practices. The position serves as a key resource in facilitating communication, coordinating administrative processes, and supporting the delivery of high-quality patient care. The Administrative Assistant consistently demonstrates a positive, solution-focused, "can-do/will-do" attitude in all interactions with internal and external stakeholders. This role requires professionalism, adaptability, strong organizational skills, and a commitment to providing exceptional customer service to staff, vendors, patients, and caregivers. As a representative of Four Seasons, the Administrative Assistant actively exemplifies the organization's CBRITER values of Compassion, Balance, Respect, Integrity, Teamwork, Excellence, and Resilience. Through these values, the position helps foster a collaborative, supportive environment and contributes to creating the best possible care experience for everyone served by the organizationEssential Duties & ResponsibilitiesStrong organizational skills with the ability to manage multiple priorities, deadlines, requests, and follow-up items at the same time.Work to achieve performance goals, pursue progress toward my learning plan (MLP) and demonstrate Four Seasons values and competencies.Complete data entry into EMR to support the Start of Care process.Monitor the daily activity reports for progress of clinical documentation submissions.Monitor for errors and resolve issues with documentation that prohibit the posting and billing of clinical visits.Schedule & prep patient charts, attend and record meeting minutes and IDG summary notes as directed.Order DME & Medical Supplies for new admissions and collaborate/coordinate on-going patient DME phone calls (i.e.; notification of supply pickups, patient deaths, etc.)Provide office support functions including word processing, filing, copying, composing a variety of business documents, reception, gathering and compiling data, and balancing and coordinating a workload for multiple projects while meeting deadlines.Receive, send, and distribute faxes, emails and telephone calls.Provide lead and/or back up receptionist support to include greeting visitors in person or by telephone and to connect those with the appropriate staff person or services that will best serve their needs in a friendly, professional manner.Assist departments with special projects, including distribution of information, data entry, filing, and research.Assist in drafting forms, printing, and copying information for distributionKnowledge, Skills, and AbilitiesStrong organizational skills with the ability to manage multiple priorities, deadlines, requests, and follow-up items at the same time.Knowledge of HIPAA privacy policiesExcellent organization skillsProficient in MS Office: Outlook, Word, Excel, etc.Excellent written, oral, and collaborative communication skillsExcellent interpersonal skillsExcellent attention to detail and accuracy in a fast-paced environmentAbility to work independently with minimum supervisionAbility to work under pressure to meet deadlinesAbility to coordinate and follow through on projectsAbility to take initiative and utilize innovative techniquesAbility to work flexible hours, if neededAbility to interact with various departments throughout the organizationAbility to participate as a team playerAbility to plan, prioritize and coordinate daily tasksMinimum QualificationsHigh school diploma or equivalent required.Education in a healthcare field, such as a C.N.A program of study, Medical Records, or Healthcare Administration, preferredMinimum 3 years' experience as an administrative assistant in a healthcare settingDemonstrated proficient computer skills with MS Office productsDemonstrated excellent customer service and communication skillsValid driver's license and proof of automobile insuranceSummary of Physical RequirementsHand dexterity to include gripping, carrying, pushing & pullingFine finger movements to include writing & typing, frequentlyFlexion/Extension of arms & wristsNear & far visual acuityAbility to sit for prolonged periods of time; in excess of four hours per dayAbility to hear, understand, & distinguish speech and other soundsAbility to drive and/or transport self to and from work locationsAbility to lift, carry, push & pull up to 10 pounds, occasionallyIntent and FunctionAll descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded.

Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the duties of the position. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned as deemed appropriate.In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals.Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.