Nursing Administrative Assistant

SUMMARY

The administrative assistant is to provide support to the on-going operation of Open Arms Care Corporation. The administrative assistant is the first person seen when entering the facility, therefore the administrative assistant has a potent impact. The administrative assistant acts as an aid for all positions in the facility.

ESSENTIAL FUNCTIONS

Treat clients with dignity, in a professional and considerate manner.

• Develop and maintain data tracking on client nursing assessments, lab and medical appointments and assist with

ensuring timely completion.

• Assist with inventory tracking and ensuring nursing supplies and lab supplies are ordered as appropriate and at the

direction of the Health Services Director (HSD).

• Ensure office supplies are ordered when needed and as appropriate. All orders must be approved by the HSD.
• Assist the Nurse Appointment Coordinator (NAC) with the medical/lab appointment schedule and assist with obtaining

medical records from these appointments.

• File Medical Records in the appropriate client file as assigned by the HSD.
• Fax and/or e-mail medical records and Physician Orders to Medical Providers and pharmacy services as directed by the

HSD.

• Prepare client records and files for all internal medical clinic appointments, ensuring the Medical Provider has all the

information and documentation information required.

• Attend weekly Medical Director prep meeting to ensure knowledge of all clients who will be seen.
• Be an active participant of the interdisciplinary team – attending meetings and advocating for clients as appropriate.
• Willingness to obtain training and maintain certification as a certified Phlebotomist.
• Prepare lab requisitions for all client lab work.
• Answer the Day Program phone and direct calls to the appropriate person.
• Monitor the doors of the Day Program and welcome visitors. Ensure all visitors register as a quest. Accept packages

and ensure packages are routed to the correct personnel.

• Purge Medical Records as trained and as directed by the HSD.
• Assist with client personal needs and with client assignments as directed by the HSD.
• Assist the nurses and dietician with obtaining weights monthly and as ordered while ensure accuracy.
• Responsible for Appointment Packets for each client and every appointment. Ensure packets are provided to the

person transporting the client to the appointment.

• Create NPO or Hold med sheets as needed for appointments and lab work. Ensure NPO sheets have been e-mailed to

the appointment group e-mail list to be posted in the client home.

• Develop and e-mail weekly medical appointment calendar to the appropriate appointment e-mail groups.
• Must attend all required trainings/meetings and remain current on all required Open Arms Care certifications and

training.

• Be familiar with CMS regulations as these apply to an ICF/IID.
• Participate in additional committees as assigned, or volunteer.
• Other job duties as assigned.

QUALIFICATIONS

High School Diploma or GED

Computer knowledge of Excel, Word, and Quicken.

One year experience as an administrative assistant.

Organizational skills.

Excellent written and verbal skills.

Must be able to demonstrate cooperative team skills.

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.

Open Arms Care Corporation provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender identity, sexual orientation, or genetics.