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Job Description
Assistant Office Manager Divine Touch Home Health Care LLC Portsmouth, VA Job Details Part-time From $12.50 an hour 9 hours ago Qualifications Customer communication Interpersonal skills Administrative experience High school diploma or GED Attention to detail Organizational skills
Full Job Description Job Description:
Assistant Office Manager Company:
Divine Touch Home Health Care Location:
Virginia (Specify City/Region, e.g., Richmond, Fairfax, Hampton Roads)
Job Type:
Full-time Reports To:
Office Manager / Agency Administrator About Us At Divine Touch Home Health Care , we believe that healthcare is a calling. We are dedicated to providing compassionate, high-quality, and personalized care to our patients in the comfort of their own homes. We are looking for an organized, empathetic, and proactive Assistant Office Manager to join our administrative team and help us ensure our daily operations run as smoothly as the care we deliver. Job Summary The Assistant Office Manager plays a vital role in keeping our agency running efficiently. In this position, you will support the Office Manager in handling day-to-day administrative tasks, managing caregiver schedules, maintaining accurate client and employee records, and serving as a welcoming point of contact for families, field staff, and healthcare professionals. If you are a master of organization, thrive in a fast-paced environment, and want to make a meaningful difference behind the scenes of healthcare, we want to hear from you. Key Responsibilities1. Operations & Office Support Assist the Office Manager in supervising daily administrative functions to ensure compliance with Virginia state home health regulations. Answer incoming calls with warmth and professionalism, routing inquiries from clients, doctors' offices, and case managers to the correct internal team members. Manage office inventory, order clinical and administrative supplies, and maintain a clean, organized office environment. 2. Scheduling & Care Coordination Coordinate and maintain daily schedules for field staff (RNs, LPNs, CNAs, and PCAs) using our electronic scheduling software. Efficiently handle schedule changes, call-outs, and urgent care requests to ensure no client experiences a gap in service. Act as a primary line of communication between field staff and the office regarding scheduling updates or client feedback. 3. Human Resources & Credentialing Assist with onboarding new field staff, ensuring all required Virginia Department of Health (VDH) background checks, licenses, certifications, and health screenings are completed and filed. Track expiration dates for staff credentials (CPR certifications, TB screenings, nursing licenses) and notify employees of upcoming renewals. Maintain strictly confidential and organized personnel files. 4. Patient Intake & Records Management Support the intake process for new clients, helping gather required insurance documentation and medical history. Maintain accurate, up-to-date electronic medical records (EMR) in compliance with HIPAA privacy guidelines. Assist with billing preparation, verifying caregiver timesheets against scheduled visits for accurate payroll and invoicing.
Qualifications & Skills Experience:
Minimum of 1-2 years of administrative or office assistant experience, preferably in a home health care, hospice, or medical office setting.
Education:
High school diploma or equivalent required; Associate's or Bachelor's degree in Healthcare Administration, Business, or a related field is a plus.
Software Skills:
Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and familiarity with Home Health Scheduling/EMR software (e.g., Kinnser/WellSky, Axxess, or AlayaCare).
Regulatory Knowledge:
Basic understanding of HIPAA guidelines and Virginia home health regulations is highly preferred.
Soft Skills:
Exceptional organizational skills and a sharp attention to detail. Strong verbal and written communication skills. A calm, problem-solving mindset capable of handling scheduling emergencies under pressure. A genuinely compassionate attitude toward the elderly, disabled, and vulnerable populations.
