Administrative Assistant

POSITION OVERVIEW 

Title: Administrative Assistant 

Company:  Xencare Inc. (DBA Wellpointe Hospice)

Work Location: Wellpointe Home Health & Hospice (Fresno)

Reports to: Business Office Manager & Manager of Hospice Operations 

Location: Fresno, CA

ABOUT WELLPOINTE HOSPICE

Wellpointe Hospice delivers compassionate end-of-life care with a focus on dignity, comfort, and support. We partner closely with families and healthcare providers to serve patients in exclusively Fresno Guest Homes Facilities

We take pride in providing personalized, coordinated hospice care that honors the wishes of patients and their loved ones during the most sensitive times.

ABOUT FRESNO GUEST HOMES 

Fresno Guest Homes is a leading provider of affordable, boutique-style residential assisted living services in Fresno, CA that specializes in offering a coordinated and integrated system of care to high-acuity older adults with multiple chronic illnesses, including Alzheimer’s and other dementia. 

Fresno Guest Homes differentiates itself by providing complex care and medical services coordination in a home-like environment, communicating effectively, and making resident and family satisfaction its top priority.

POSITION SUMMARY

The Administrative Assistant plays a key role in supporting daily administrative and operational functions within the Home Health and Hospice office. This role ensures efficient coordination of documentation, compliance processes, and communication between clinical staff, leadership, and external partners.

The ideal candidate will demonstrate strong organizational skills, attention to detail, and the ability to support multiple departments including clinical operations, compliance, and patient services. This position requires a proactive, customer-service oriented individual who can effectively support a fast-paced healthcare environment with experience with processing referrals, scheduling, and familiarity with physician orders. 

PRIMARY RESPONSIBILITIES

• Provide administrative support to leadership and operational teams to ensure efficient office operations.


• Primary responsibilities include reviewing incoming referrals and entering patient information into the electronic medical record, including demographics, diagnosis, insurance information, durable medical equipment (DME), emergency contacts, and advance directives. 


• The Administrative Assistant ensures all referral documentation is complete, organized, and properly maintained. responsible for coordinating and processing patient referrals and admissions for hospice and home health. 


• Ensures all physician orders and referral documents are received, scanned, and attached to the patient’s electronic medical record and securely stored in agency systems such as Dropbox for compliance and recordkeeping.


• The role requires strong organizational skills, attention to detail, and the ability to communicate effectively with clinical staff, referral sources, and administrative teams to support efficient patient care coordination.


• Maintain and organize electronic and physical records in compliance with healthcare privacy and regulatory requirements (HIPAA, CMS, and CDPH guidelines).


• Assist with the collection, tracking, and submission of documentation related to patient services, compliance, and regulatory reporting.


• Support the coordination of clinical documentation workflows including intake packets, physician orders, and patient records.


• Assist with onboarding documentation and administrative requirements for staff and contracted clinicians.


• Coordinate administrative communication between office staff, field clinicians, referral sources, and community partners.


• Support compliance processes by assisting with incident reporting, documentation audits, and regulatory file maintenance.


• Manage office supplies, equipment, and administrative resources to ensure operational needs are met.


• Assist with administrative projects such as policy updates, compliance reporting, and accreditation preparation.


• Perform general clerical duties including scanning, attaching, copying, data entry, and record management.


• Provide additional administrative support as needed to assist leadership and support organizational growth.

QUALIFICATIONS

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.


• Minimum of
  2 years of administrative experience, preferably in healthcare, home health, hospice, or a related medical setting.


• Experience working with electronic medical records (EMR) systems preferred.


• Proficiency in Microsoft Word, Excel, Adobe Acrobat, and Google Workspace.


• Strong organizational and time-management skills with excellent attention to detail.


• Excellent verbal and written communication skills.


• Ability to work collaboratively with interdisciplinary healthcare teams.


• Customer-service oriented with strong problem-solving abilities.


• Criminal background clearance required.


• Reliable transportation, valid Driver’s License, and clean driving record may be required.


• Pre-employment physical examination and TB testing required in accordance with CA regulations. 

WORK ENVIRONMENT & WHAT WE OFFER

• Office-based role supporting Home Health and Hospice operations with occasional coordination with field staff.


• Regular business hours with potential for extended hours during peak operational periods.


• Competitive compensation and benefits package including
  Medical, Dental, Vision, Paid Sick Leave, and other company benefits.


• Opportunities for professional development and career growth within a growing healthcare organization.


• A collaborative, mission-driven environment dedicated to improving the lives of patients and families.