Adm Asst Universal

Responsible to:                                       Position Classifications:
President & CEO                                             Hourly/Non-Exempt

                                                                      Category 3 – Blood Borne Pathogens

DIRECTLY SUPERVISES AND EVALUATES:

None

Is Back up to:  HC Administrative Office Coordinator

Is Backed up by: HC Administrative Office Coordinator

Position Summary:    
Performs general administrative duties; and provides support to the department heads at Woodland Pond not otherwise having dedicated departmental coordinators (including:  Admin, Finance, Resident Services), on a limited basis, as assigned.  Specific responsibilities are expected to include: 

Job Responsibilities (when acting as):

Unit Clerk on Skilled Nursing or Assisted Living (from Unit Clerk Job Description):

• Answers telephone calls, takes messages or directs calls to appropriate party

• For onsite MD appointments, ANY onsite location:

1. Ensures for all appointments that the following are in order:

   1. Current and prior month MARs

   2. Resident Chart

   3. Physician Consult sheet, which MUST indicate reason for visit and clearly explain what is needed from the doc.

2. Ensures that these packets are brought to the medical appointment office prior to the appointment

3. Ensures that ALL in-house appointments are documented in Outlook calendar, and white board on SNF.  (PT/OT/SP, MD, Dental, Podiatry, Salon)

• Updates and maintains, as needed (always keeps adequate supply available for staff)

  1. Blank 24 hour report forms

  2. ADL sheets, personal sheets

  3. 1 and 2 hour check sheets

  4. Daily fluid intake forms

  5. Physician consult forms

  6. AL Resident Self-Scheduled Appointment Forms

  7. Transportation Request Forms

  8. Resident emergency packets

  9. Existing resident census in AOD (change status as needed) (SNF)

  10. Admission Packets (readily available for admission nurse)

  11. Chart filing to include PT/OT/SP forms

• Orders office supplies and equipment through Central Supply

• Incident and Accident Reports (I and A’s)

1. Ensures that all I and A’s reports for SNF are given to the HC Administrator and monitored by the HC Administrative Coordinator.

2.  Maintains all I and A’s for assisted living

3. Receives and reviews I &A’s from Charge Nurse and files them. Faxes reportable I & A to DOH and maintains fax confirmation for Assisted Living

• Logs all Assisted Living I&A’s into tracking sheets in Excel

• New orders:  receive from fax or returning residents, ALR only and deliver to nurses; file all in charts, once they have been processed by nurses and signed off on

• Care Plan Meetings: prepare MAR and TAR for the meetings from AOD

(Wednesday and Thursday)

• Maintains PERS and wander guards, activate, and monitor devices for low batteries and preventative maintenance.  Training to be provided as needed.

• Maintains all records that aren’t a part of the residents chart in an organized manner, for DOH. (24 hour report, hourly checks, etc.)

• Thins charts when necessary, keeping 6 months as required in the chart on the unit in designated file cabinet

• Admissions:

  1. Prepares new admission chart

  2. Adds admission packet to empty chart

  3. Adds face sheet (from AOD) to front of chart

  4. Compiles and prepares CNA documents

  5. Writes name and room # on chart binding

  6. Prepares resident bracelet: Name and room #

  7. Creates name template for room door

  8. Completes room checklist

  9. Ensures the appropriate supplies are in the room depending on gender  and diagnosis, etc.

  10. Assists with AOD order entry for new admission, when necessary

  11. Incident and Accident Forms

  12. All other forms and packets as directed by Unit Manager or DON

• Break down discharged resident charts and gives to MDS Coordinator or ALR Case Manager, then to Medical Records Coordinator

• Answer phones; communicates with families, MD, lab/radiology techs, in accordance with the WP communication fundamentals

• Creates and maintains daily run sheets for CNA’s (SNF) and trip/appointments, checking that records are initialed by designated aide every morning before report on ALR

• Backs up and assists Scheduler as Needed

• All other duties as assigned

Receptionist or Concierge (From Receptionist Job Description):

• Answering Phones/ Transferring calls to appropriate parties.

• Greeting visitors/staff in a friendly, cordial, and pleasant manner.

• Ensuring ALL visitors sign in (Including but not limited to physicians, consultants, contractors etc…).

• Direct visitors to appropriate unit / location.

• Maintain visitor badges.

• Monitoring Status Solutions/Notifying staff in an emergency.

• Updating daily census for entire Health Center and forwarding to billing coordinator.

• Updating “Report of Nursing Staff” sheet and posting.

•  All other duties as assigned.

General Admin Assistant:

• Performs filing regularly for all Administrative department heads listed here, and typing of correspondence. Assist with incoming and outgoing mail for the same.

• Assists marketing department with preparation of materials, mailings, and other administrative tasks as assigned

• Aides with limited administrative tasks for the Residents Council.

• Performs additional administrative tasks as assigned.

• All other duties as assigned.

Qualifications

1. High school graduate with minimum of five years of progressive business experience; bachelor’s degree preferred with two years of administrative coordination, assistant, or secretarial experience.

2. Proficient in word processing, desktop publishing and spreadsheet software.

3. Demonstrated knowledge of the appropriate skills for communicating with individuals of all ages, especially the geriatric population.

Degree of Travel

Occasional off-site meetings, seminars, and conferences. 

Disruption to Routine

Frequent disruptions from residents and staff. Occasional after hours will be required for administrative meetings.

Safety Hazards in Job

Eye and position strain from work on computers.

Occasionally = 1% to 33% of the time                      Frequently = 34% to 66% of the time

Continually = 67% to 100% of the time

I have read and understand the responsibilities of my position at Woodland Pond as outlined in this Position Description for Administrative Assistant-Universal.