TABITHA’S PURPOSE:  We empower people to live joyfully, age gratefully.

POSITION SUMMARY:                                   

The Medical Records Office Assistant provides administrative clerical support to Home Health Care office. This employee contributes to the success of the Home Health Care department by performing a variety of clerical, reception, and medical office support functions to meet the service needs and expectations of the clients, staff, and management team. The Medical Records Office Assistant embraces all components of the job, fostering an environment that allows Tabitha to provide optimum care to Tabitha’s elders/residents/clients (hereinafter, “elders/clients”). This employee strives to uphold Tabitha’s LIVE Culture, Crew Code of Conduct and actively embraces Tabitha’s Core Values.   As a result, the employee supports Tabitha goals related to dignity, respect, independence, competence, autonomy, personal comfort, safety and security of elders/clients.   In addition, the employee contributes to the success of Tabitha through ongoing collaboration with, coworkers, management, volunteers and others in the organization.

ESSENTIAL FUNCTIONS:

1. Accurately maintains medical records using Tabitha’s electronic record keeping system and departmental files. Alphabetizes, files paper and electronic records, creates and discharges charts and requests and releases medical records.
2. Answers and routes telephone calls; conveys information both orally and in writing. Answers inquiries from elders/clients, staff, other departments, and the general public; guides to appropriate resources.
3. Collects, reviews and distributes incoming and outgoing mail, e-mail, faxes and correspondence. Handles appropriately, elevating crucial or time-sensitive matters.
4. Acts as office receptionist greeting and directing visitors, coordinates meetings as directed by management team and initiates requests for information when required.
5. Creates schedules for staff in computer software and communicates updates to elders/clients and staff.
6. Enters, edits, and retrieves elder/client and payroll data into appropriate software systems. Processes forms, maintains databases, records, confidential files and other related information for department needs. Handles needed printing, documentation and tracking involving elder/client information to meet department requirements. Creates reports.  
7. Tracks, documents, and performs audits.
8. Makes phone calls to physicians, elder/clients and staff to coordinate completion of all needed documentation.
9. Creates documents, makes photocopies, assembles packets, and completes forms, requisitions and other documents.    
10. Uses, strength, dexterity and agility to order, stock, and deliver medical supplies both within the office and to client homes.
11. Supports the elders/clients, clinical teams and management team by addressing their requests for assistance.
12. Uses strength, dexterity and agility to clean, maintain, and set up voice care systems and telehealth equipment both within the office and at client homes. Print and track sales and rental agreements.
13. Trains volunteers and assists with the volunteer tasks.
14. Accurately performs tasks to meet deadlines and quantity expectations. Prioritizes work load to ensure that all essential functions are addressed effectively, making appropriate adjustments throughout each day and each work week to meet changing and/or competing priorities when necessary. Recognizes and adjusts work to accommodate multiple competing deadlines. Utilizes strength and stamina to carry out all essential functions safely and effectively. Willingly takes on additional duties during times of peak workload.
15. Effectively and consistently utilizes various computerized and manual systems effectively in the performance of job duties. Readily adjusts to changes in these systems.
16. Acts as a representative of Tabitha at all times, demonstrating professionalism in dress and appearance, courtesy, poise, attitude, interactions.
17. Reports all broken and malfunctioning equipment immediately. Follows disaster plans and uses strength and agility during participation in preparedness drills and actual emergencies. Maintains a neat and orderly work environment.
18. Completes required training and in-services promptly. Demonstrates understanding of the course content and implements training in daily activities.  
19. Considers all factors and takes appropriate action, making good decisions that contribute to the success of the department.
20. Performs work duties within the assigned work environment related to the position, as assigned by Tabitha, regardless of employee preference.
21. Participates in meetings and in-services on both department and company levels.
22. Maintains a good record of attendance and punctuality as defined by Tabitha’s policy pertaining to attendance and punctuality. Records all time worked accurately and consistently using the timekeeping method provided by Tabitha.
23. Complies with Tabitha policies and procedures as published by Tabitha and which may be modified at Tabitha’s discretion. Contributes to quality assurance and performance improvement activities by identifying instances of non-compliance and taking appropriate action, including reporting violations of Tabitha policy or regulations as appropriate.
24. Acts with integrity and in the best interest of Tabitha. Business relationships are conducted in the best interest of Tabitha, free of gifts, cash inducements, gratuities, favors, or other perceived improper inducements.
    

Tabitha’s Core Values
As a member of the Tabitha team, I will…

CARE

…extend unwavering Christian compassion

CONNECT

…build relationships rooted in love, because love matters

CUSTOMER CENTRIC

…identify, clarify and anticipate needs to exceed expectations

COLLABORATE

…create an atmosphere of teamwork

CULTIVATE

…nurture an environment of innovation and growth

COURAGE

…demonstrate confidence, boldness and determination

COMMIT

…devote our time, talent and treasures

CELEBRATE

…recognize and encourage all accomplishments big and small

COMMUNICATION: Must be able to speak, read, write, and understand the English language as well as terminology and jargon specific to the job. Sufficient fluency to be able to understand and follow written and verbal instructions, provide instructions to others, read and understand policies, procedures or other similar documentation, interact successfully with elders/clients/caregivers, hold a conversation, conduct or participate in meetings, compose professional e-mails or other written communication, prepare legible, accurate and thorough documentation as required by the job and effectively interact with coworkers, customers, vendors, volunteers, managers and family members. Ability to recognize and interpret non-verbal cues. Ability to respond calmly and clearly to emergencies and emotional situations.

WORKSITE CONDITIONS: Works indoors in a facility maintained by Tabitha that will typically be in good repair, clean, well ventilated and well lit. Work is performed in a standard office setting. Frequently seated at a desk, working at a computer for extended periods. Works under daily and hourly deadlines, requiring uninterrupted periods of intense activity. Frequent exposure to interruptions and changes in priorities. Works beyond normal scheduled hours and on weekends and holidays when assigned. Occasionally works in client home with exposure to dust, tobacco smoke, pets and allergens. Is subject to extended hours or callback during emergency conditions or based upon needs of the organization.

PHYSICAL REQUIREMENTS: Ability to gain access to the work area and then safely perform the duties of the job while utilizing standard and specialized equipment, including but not limited to the equipment described below. Ability to move about the work area. Ability to drive to client homes, responding to variations in weather and driving conditions. Carry equipment and/or supplies into client home, putting supplies away safely and/or installing telemed equipment which might include lifting, carrying, bending, stooping, kneeling, reaching, and assuming awkward positions while completing the installation.   Also able to do sedentary work at a computer for hours at a time. Frequent periods of intense activity occasional need for physical strength or physical exertion. (Occasionally lifting/carrying a box of records for example) Must have the ability to spot errors or to sense when data output contains an error. Vision and hearing within normal limits (with or without correction) Must have unrestricted lift/push/pull ability and pass a 25 - pound physical exam demonstrating strength and agility prior to employment and from time to time thereafter at Tabitha’s discretion.    

 EQUIPMENT USAGE: Standard and specialized equipment including laptop, PC, tablet, photocopier, scanner, fax machine, and telephone.

AGE REQUIREMENT: At least age 18.

EDUCATION:                High School Diploma or equivalent required.

EXPERIENCE:               Health care field experience preferred.

                                       Office setting experience preferred.

CREDENTIALS:            Valid Nebraska Driver’s license (unless otherwise allowed by law) and a good driving record required.

                                       Must possess auto insurance at or above Nebraska statutory requirements.

                                       Must meet Tabitha's vaccination requirements

STATEMENT OF EQUAL EMPLOYMENT OPPORTUNITY AND AFFIRMATIVE ACTION

Tabitha Health Care Services is an equal employment opportunity employer and does not discriminate in employment on the basis of race, religion, color, national origin, citizenship, creed, gender, sexual orientation, age, veteran status, mental or physical disability, genetic information, or any other characteristic protected by federal, state, or local law.  This policy applies to all employment practices and decisions including recruitment, selection, hiring, training, transfer, promotion, compensation, benefits, and the termination of employment. 

 Furthermore, Tabitha Health Care Services will make reasonable accommodations for qualified individuals with known disabilities unless doing so would result in an undue hardship, safety, and/or health risk.  Please contact Tabitha Health Care Services Human Resources Department to request an accommodation.

 As a government contractor, the organization has adopted written Affirmative Action Plans for women and minorities, protected veterans and individuals with disabilities. These plans will be revised on an annual basis. Tabitha Health Care Services is committed to making a good-faith effort toward achieving the objectives of the Plans. Any employee who would like to review the Plans may do so by scheduling an appointment with the Human Resources Department during normal business hours.