The basic function of the Administrative Assistant is to provide administrative support for the Adult Family Care Department

Responsibilities:

• Performs neat and accurate typing of required forms (physical exam forms, semi-annual physical updates, initial teaching forms, plan of care, ER Sheets, medication order verifications, contracts, new placement information and annual caregiver/client contracts).  Maintains current computer files of all data.                               
• Policy Manual – Responsible for typing additions and deletions authorized by Program Manager to the department policy manuals and maintaining all manual information.        
• Responsible for making sure new forms are copied and replaced in the Form File Drawer for department staff use.         
• Completes all filing for the department, making sure all files are up to date.  Maintains culled file and discharged client and caregiver files.
• Telephone coverage – Handles AFC potential caregiver referrals and answers phone when staff is unavailable.  Explains and answers questions about the AFC Program.
• Uploads Prior Authorization Requests into the MassHealth LTSS Portal.                                                
• Responsible for copies and distribution of all medical forms and emergency fact sheets to appropriate providers and others as needed.    
• Performs weekly MassHealth eligibility checks for the AFC Department.
• Maintains a “Hold File” of all correspondence and forms mailed and awaiting responses.  Keeps team apprised of work outstanding.        
• New Placements – Prepares home notebook, client notebook, caregiver notebook, contracts, plan of care and emergency sheet.  Makes sure RN and Caseworker have all necessary paperwork for making a new placement.
• Run CORIs annually for caregivers, alternate caregivers as needed, new caregivers and if someone over 18 is moving into the home.
• Provides back-up for receptionist desk as scheduled.                         

Essential Functions/Qualifications:

1. Regular and reliable attendance.
2. Organizational and time management skills.
3. Communication Skills with consumers, physicians, family members, providers (telephone, email or in person, as needed).