Operations Support Specialist FT

Job Title: Operations Support Specialist

Reports To: Administrator Location: First Senior Home Health

Position Summary:

The Operations Support Specialist plays a vital role in ensuring the smooth operation of the home health agency through efficient management of medical records, timely processing of physician orders, excellent communication, and support of marketing and administrative activities. This position requires strong organizational skills, attention to detail, and the ability to work collaboratively with clinical, administrative, and external partners.

Key Responsibilities:

Medical Records & Order Management

• Track, receive, and process all incoming and outgoing physician orders, ensuring timely follow-up and completion.
• Maintain accurate and up-to-date patient medical records in accordance with agency policies and state/federal regulations.
• Coordinate with physicians’ offices and facilities to obtain required documentation.
• Monitor outstanding orders and follow up regularly to avoid delays in care or billing.

Administrative & Clerical Support

• Answer phones, direct calls appropriately, and take accurate messages.
• Greet visitors and provide support to field staff and patients as needed.
• Perform general clerical duties including scanning, faxing, copying, data entry, and mail handling.
• Maintain organized filing systems for both paper and electronic records.
• Assemble complete start of care packets for patient admission.
• Assist with reconciling invoices and PRN clinical visit reports.
• Performs other related duties as assigned to support overall agency operations.

Marketing & Outreach Support

• Assist with preparing marketing packets and materials for referral sources.
• Track and maintain inventory of promotional and referral materials.
• Support marketing personnel with scheduling appointments or community events.
• Maintain logs for referral outreach and community engagement.

Compliance & Confidentiality

• Ensure that all documentation and communications meet HIPAA and agency confidentiality standards.
• Participate in internal audits and quality assurance reviews related to medical records.

Team Collaboration

• Collaborate with clinical staff, intake coordinators, billing, and other departments to support patient care continuity and agency efficiency.
• Attend staff meetings and participate in agency training and education programs.

Qualifications:

• High school diploma or equivalent required; associate degree or healthcare-related certification preferred.

• Minimum 2 years of administrative or clerical experience in a healthcare setting, preferably home health.

• Knowledge of medical terminology and home health documentation standards (preferred).

• Proficiency in Microsoft Office and EMR systems.

• Excellent verbal and written communication skills.

• Strong organizational and multitasking abilities.

• Ability to maintain confidentiality and adhere to HIPAA regulations.

Working Conditions:

• Primarily office-based with occasional local travel for marketing events or records pickup.
• Requires prolonged periods of sitting and computer use.