Office Administrative Assistant

Office Administrative Assistant Westmont, IL Job Details Full-time $22 - $24 an hour 5 hours ago Benefits Health insurance Dental insurance Paid time off Vision insurance 401(k) matching Professional development assistance Life insurance Retirement plan Qualifications Bilingual Meeting minutes Google Workspace Electronic health records (EHR) management Achieving HIPAA compliance Hospice experience Phone communication Intake Maintaining patient confidentiality Greeting customers Compliance audits & assessments HIPAA Filing Data reporting Medical scheduling Administrative experience High school diploma or GED Medical administrative support Quality assurance audits Clinical documentation Data entry Organizational skills Multi-line phone systems Patient interaction Clerical experience Productivity software Quality audits Office management Phone triage Proofreading 1 year Managing patient records Care coordination Referral coordination Care plans Escalation handling Communication skills Entry level Client interaction via phone calls Full Job Description Job Summary We are seeking a dedicated, detail-oriented, and highly organized Office Administrative Assistant to support daily operations and ensure the smooth functioning of our office and clinical support environment. This role plays a critical part in supporting our palliative and hospice programs through administrative coordination, admissions support, and quality tracking. The ideal candidate brings strong organizational skills, excellent communication, and a proactive approach to managing both front-office responsibilities and healthcare-related administrative workflows. Key Responsibilities Front Desk & Office Operations Manage front desk operations, including greeting visitors and answering multi-line phone systems Triage and escalate patient, hospice, or palliative-related calls appropriately Monitor voicemail and email; ensure timely follow-up and accurate message routing Provide exceptional customer service to patients, families, staff, and external partners Administrative Support Perform data entry, filing, and document proofreading to ensure accuracy and compliance Utilize Microsoft Office and Google Workspace to create reports, spreadsheets, and correspondence Manage calendars, schedule meetings, and coordinate staff appointments Maintain office supply inventory and coordinate with vendors Admissions & Documentation Prepare admission packets, consent forms, and binders for palliative and hospice patients Ensure all admission documentation is complete, accurate, and compliant within 24 hours Support intake and referral coordination processes Interdisciplinary Team (IDT) Coordination Prepare IDT meeting materials (agendas, patient census, documentation packets) Record and maintain meeting minutes and attendance Ensure all required documentation is completed and maintained Quality & Compliance Track after-hours calls for QAPI reporting and trending Maintain logs and tracking tools for quality metrics Conduct daily audits (documentation, plan of care, compliance items) Identify trends, gaps, or inconsistencies and report to leadership Maintain updated policy binders and assist with compliance audits EMR & Operational Support Maintain accurate patient census and tracking systems Enter and update patient information, plans of care, and notes in EMR systems Organize and maintain files, logs, and compliance documentation Qualifications High school diploma or equivalent required 1-2 years of experience in administrative support, healthcare, hospice, or palliative care preferred Experience with admissions, medical documentation, or front desk coordination strongly preferred Previous experience as a receptionist or administrative assistant required; healthcare setting preferred Skills & Requirements Strong organizational and multitasking abilities in a fast-paced environment High attention to detail, especially with documentation and compliance Proficiency in Microsoft Office Suite and Google Workspace Experience with EMR systems preferred Excellent communication skills and professional phone etiquette Ability to handle confidential information in compliance with HIPAA Bilingual abilities are a plus

Pay:

$22.00 - $24.00 per hour

Benefits:

401(k) matching Dental insurance Health insurance Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person