Care office assistant

Job Title: Skilled Care Office Assistant

Location: Philadelphia, PA 19123

Reports To: Clinical Director / Office Manager

Employment Type: Part-Time

Work Schedule: Monday-Friday 9am-2:30pm (25 Hours per week)

Company Overview:
TG Circle of Life LLC - Always Best Care is a compassionate provider of skilled home health care services, committed to supporting patients and their families with excellence and professionalism. We are currently seeking a dedicated Office Assistant to help ensure smooth daily operations and the accuracy of patient records across our care services. We offer a competitive benefits package which include medical, dental, vision, life insurance, paid time off (PTO), 401(k) plan, client referral program, spot bonus and more!

Job Summary:
The Office Assistant is responsible for supporting the clinical and administrative functions of the Skilled Care office. This role ensures accurate maintenance of patient records, manages communications with clinicians, and coordinates necessary documentation and data entry to ensure timely, compliant, and efficient operations.

Key Responsibilities:

• Maintain strict confidentiality of all patient and organizational information
• Manage intake process for new patients, including entering data in WellSky, verifying insurance coverage, and tracking authorizations for skilled services
• File patient records daily and ensure documentation is up to date
• Coordinate with clinicians to ensure timely return of signed documents
• Monitor and notify management of missing or delayed documents affecting EMR
• Maintain interim orders and plans of care to ensure compliance with regulations
• Keep a supply of clinical record forms and Start of Care packets ready for use
• Handle phone inquiries with professionalism, providing clear communication with patients, families, physicians, and insurance representatives
• Inform staff of updates regarding admissions, discharges, and schedule changes
• Input patient referrals and authorizations into the system accurately and promptly
• Perform clerical tasks such as typing, faxing, and copying as needed
• Track key dates including admission, discharge, certification, and re-certification
• Assist with audits and quality control efforts
• Coordinate clinical documentation, including 485-486 forms
• Complete special projects and additional duties as assigned

Qualifications:

• High School Diploma or equivalent required
• Minimum 2 years of experience in data entry and healthcare-related billing
• Prior experience in a home health or skilled care setting strongly preferred

Skills Required:

• Ability to type at least 50 words per minute
• Proficiency in EMR platforms such as WellSky and CarePort, and familiarity with insurance portals
• Strong word processing and general computer skills
• Knowledge of common business machines and office equipment
• Excellent communication and multitasking abilities

Work Environment:

• Professional office setting with standard equipment such as computers, phones, copiers, and fax machines
• Reasonable accommodations provided for individuals with disabilities

How to Apply:
Interested candidates should submit a resume and brief cover letter to [email protected]. Join our team and help make a difference in the lives of patients and their families every day.

We offer a competitive benefits package which include medical, dental, vision, life insurance, paid time off (PTO), 401(k) plan, position related education expenses program, client referral program and more

Always Best Care Senior Services is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, creed, color, natural origin, qualified disability or veteran status, ancestry, marital status, sexual orientation, sex or any other legally protected category.