Administrative Assistant

The IHSS Administrative Assistant, will cover a wide range of administrative duties. This includes but is not limited to: first in line to answer incoming calls, entering schedules, updating schedules, managing the office info@ account, entering clients into KanTime, receiving electronic faxes, scanning documents, working with community referral sources to obtain required documentation, and uploading files into the electronic medical records system. The IHSS Service Coordinator will report directly to the Director of Client Services and will work in collaboration with the IHSS Registered Nurses to ensure that all new clients and employees have the required documentation needed in order to start and maintain IHSS services.

• Serves as an ambassador to the company when answering the phones.
• Establishes effective communication and utilizes critical thinking and problem-solving skills to serve as the liaison between clients, external employees and office staff.
• Enters and maintains schedules for each client and employee.
• Reviews medical records for accuracy and completeness. Responsible for scanning and retrieving medical records from fax and info@ account.
• Reviews daily faxes and ensures they are directed to the correct staff member.
• Overseas open charts. This includes calling employees weekly to ensure charting is submitted in a timely manner.
• Completes intake documentation of new referrals into the electronic medical record system in an accurate and timely manner.
• Verifies that all necessary documentation is in place prior to a client starting IHSS services. This includes: intake documentation, verifies member Medicaid eligibility, acquiring signed Shared Responsibilities forms, and uploading them in the electronic medical record.
• Communicates and escalates all client and field staff issues to management in accordance with A Circle of Care Colorado Policy.
• Establishes and maintains a positive working relationship with current and potential clients and their caregivers.
• Demonstrates working knowledge of Medicaid, A CIRCLE OF CARE COLORADO specific software systems, internal processes, policies, and procedures.
• Adheres to the rules regarding confidentiality of HIPAA protected health information.
• Assists with the identification and reporting of potential quality management issues.
• Represents themselves in a positive and professional manner in the company and community.
• Adheres to the dress code with a clean and neat professional appearance.
• Reports on time and as scheduled in order to complete work within the designated time.
• Adhere to all company policies and procedures outlined in Employee Handbook, Employee Agreement, or communicated from the executive team.
• Performs all other duties assigned by the Director of Client Services.

• High school diploma or GED equivalent
• 1 + year experience in a clinical environment preferred
• 3+ years’ experience in customer service role preferred
• High attention to detail and sense of urgency
• Provide “Best in Class” customer service to office team members and field staff
• Demonstrate ability to work in a fast-paced environment and maintain a high level of confidentiality
• Excellent time management and prioritization skills
• Ability to communicate effectively
• Proficient with computer applications and software
• Ability to maintain confidentiality of all aspects of job responsibilities

All your information will be kept confidential according to EEO guidelines.

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