Find & Apply For Office / Administrative Assistant Jobs in Kahului, Hawaii

Administrative Assistant 8:00 a.m. - 5:00 p.m. Position Summary The Administrative Assistant serves as the first point of contact for patients, families, visitors, referral sources, and staff, while providing comprehensive administrative support to ensure the efficient operation of the hospice office. This position is responsible for front desk reception, telephone communications, clinical records support, data entry, patient record maintenance, meeting coordination, office supply assistance, administrative support and general office administration. The Administrative Assistant plays an integral role in supporting the hospice team and must maintain strict confidentiality of patient information in accordance with HIPAA regulations and organizational policies. Essential Job Functions and Responsibilities Front Desk and Reception Serves as the primary receptionist and greets patients, families, visitors, vendors, and community partners in a professional, compassionate, and courteous manner. Answers, screens, and routes incoming telephone calls promptly and efficiently. Takes accurate messages and ensures timely communication with appropriate staff members. Responds to inquiries and emails in a timely and professional manner. Assists visitors and directs them to the appropriate staff or department. Maintains office security by monitoring visitor access and communicating with appropriate personnel regarding visitors and deliveries. Administrative Support Coordinates daily office activities to support hospice operations. Performs data entry with accuracy and attention to detail. Prepares correspondence, reports, presentations, meeting materials, and other administrative documents. Coordinates meeting logistics and prepares materials for staff and leadership meetings. Handles incoming, outgoing, interoffice mail, packages, and deliveries. Performs typing, scanning, copying, faxing, and other clerical duties as required. Assists leadership and staff with administrative projects and special assignments. Clinical Records and Compliance Maintains strict confidentiality of patient, employees, and organizational information. Maintains accurate and up-to-date patient and clinical records in accordance with Medicare Conditions of Participation, hospice regulations, HIPAA requirements, and agency policies and procedures. Assists with the filing, scanning, tracking, and maintenance of clinical records and physician orders. Supports medical records processes and document management. Demonstrates proficiency in the organization's Electronic Medical Record (EMR) system. Ensures records are complete, organized, and readily accessible to authorized personnel. Assists with audits, reports, and documentation requests as assigned. Office Operations Maintains a clean, organized, professional, and welcoming office environment. Monitors office equipment, coordinates maintenance and repairs, and reports issues as needed. Maintains adequate inventory of office and operational supplies and places orders as necessary. Coordinates with vendors and service providers regarding office needs. Assists with facility-related issues and communicates concerns to appropriate leadership. Supports agency preparedness efforts and office operational needs. Communication and Team Support Communicates effectively and professionally with patients, families, caregivers, referral sources, vendors, and staff. Supports the interdisciplinary hospice team in carrying out administrative and operational functions. Demonstrates compassion, empathy, and professionalism when interacting with individuals experiencing serious illness, loss, and grief. Maintains positive working relationships with all departments. Qualifications Education High School Diploma or equivalent required. Associate degree in Business Administration, Healthcare Administration, or a related field preferred. Experience Minimum of one (1) year of administrative, receptionist, customer service, or healthcare office experience preferred. Hospice, home health, medical office, or healthcare experience strongly preferred. Experience with Electronic Medical Record (EMR) systems preferred. Knowledge, Skills, and Abilities Excellent customer service and interpersonal skills. Strong verbal and written communication abilities. Ability to maintain confidentiality and exercise discretion. Strong organizational skills with the ability to manage multiple priorities. Ability to work independently and collaboratively within an interdisciplinary team. Knowledge of HIPAA regulations and healthcare documentation practices preferred. Attention to detail and commitment to accuracy.

Job Type:

Full-time Pay:

$23.00 - $26.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Paid time off Referral program Vision insurance

Location:

Kahului, HI 96732 (Required) Shift availability: Day Shift (Required)

Work Location:

In person