Assistant Office Manager

Part-Time Assistant Office Manager – O’aces Community Home Care

O’aces Community Home Care is seeking a dependable, organized, and detail-oriented Part-Time Assistant Office Manager to support the daily administrative operations of our agency. This position is ideal for someone who is comfortable working with confidential healthcare information, electronic records, data entry, filing, and client authorization tracking.

The Assistant Office Manager will play an important role in helping ensure that client records are accurate, organized, current, and compliant with agency requirements. Responsibilities include entering and updating information in our Electronic Health Record (EHR) system, scanning and uploading documents, maintaining client and employee files, tracking service authorizations, monitoring authorization expiration dates, maintaining spreadsheets, and notifying management of missing or upcoming documentation needs.

The successful candidate must be able to work independently, follow instructions carefully, meet deadlines, and maintain a high level of accuracy. Strong attention to detail is essential, especially when entering client information, authorization dates, approved service units, insurance information, and other healthcare-related data.

This position requires strict adherence to HIPAA and confidentiality requirements. The employee will have access to protected health information and must demonstrate professionalism, discretion, and sound judgment at all times.

Key Responsibilities

· Enter and update client information in the agency’s Electronic Health Record system.

· Track client service authorizations, including approval dates, expiration dates, approved units, and service information.

· Maintain authorization spreadsheets and alert management when authorizations are approaching expiration.

· Scan, upload, label, and organize client documentation.

· Maintain accurate electronic and paper filing systems.

· Review records for missing, incomplete, expired, or unsigned documentation.

· Assist with administrative audits and quality-assurance activities.

· Maintain employee and client files as assigned.

· Complete general data entry and administrative tasks.

· Prepare forms, spreadsheets, packets, and other office documents.

· Assist with answering telephones, taking messages, and routing calls appropriately.

· Maintain a professional and organized office environment.

· Protect all confidential client, employee, and agency information.

· Follow HIPAA, privacy, security, and agency policies at all times.

· Complete additional administrative duties as assigned by management.

Qualifications

· High school diploma or GED required.

· Previous administrative, clerical, healthcare, behavioral health, or medical-office experience preferred.

· Data-entry experience preferred.

· Experience working with an EHR system is preferred.

· Experience with Medicaid, healthcare authorizations, insurance, or managed care is a plus.

· Proficiency with Microsoft Word, Excel, email, and basic computer systems.

· Strong organizational and time-management skills.

· Excellent attention to detail.

· Ability to manage multiple tasks and deadlines.

· Strong written and verbal communication skills.

· Ability to maintain strict confidentiality.

· Dependable attendance and punctuality.

· Ability to work independently while accepting supervision and feedback.

What We Are Looking For

We are looking for someone who is reliable, accurate, professional, organized, and proactive. The ideal candidate takes ownership of assigned responsibilities, notices when information is missing or approaching a deadline, follows through on tasks, and understands the importance of maintaining accurate healthcare records.

Because authorization tracking and electronic documentation are essential components of this position, the successful candidate must be comfortable working with dates, spreadsheets, detailed client information, and multiple administrative deadlines.

Job Type: Part-Time
Company: O’aces Community Home Care
Work Setting: In-office

O’aces Community Home Care is committed to maintaining a professional, confidential, and supportive work environment

Pay: $15.00 - $20.00 per hour

Expected hours: 24.0 per week

People with a criminal record are encouraged to apply

Work Location: In person