Operations Assistant

4 weeks ago

Burnaby British Columbia, Greater Vancouver, Canada Altea Healthcare Full time

Key Responsibilities:

New Hires/Onboarding:

  • Receive notifications of signed contracts, start dates, and orientation schedules for new hires.
  • Update and maintain the onboarding tracker in SharePoint with new hire information.
  • Order prescription pads and lab wear for onboarding providers before their start date.
  • Coordinate computer setup with IT, ensuring the timely shipment of laptops, training binders, and name badges to new providers.
  • Assist in completing facility credentialing packets and other onboarding documents.
  • Facilitate travel, hotel accommodations, and luncheons for group training sessions.

Facility Launch Responsibilities:

  • Collaborate with Directors and Implementation Manager on upcoming facility launches, ensuring smooth transitions.
  • Send appropriate signage and standing orders to facilities before launch dates.
  • Assist in completing credentialing packets for new locations as needed.
  • Arrange catering and lunches for facility launches.

Payroll Tracking:

  • Review payroll for daily rate providers to ensure compliance with clocking procedures and visit expectations.
  • Send payroll reports for W2/1099 employees with available data to DOO for approval and completion prior to submission to HR.

Monthly Audits and Reports:

  • Conduct monthly audits of the Provider Master list, checking licenses and certifications against state databases for renewals.
  • Monthly audits of CCM consents and provider compliance


  • Update the Facility Master list/Provider Master list for Sound ACO bi-monthly.
  • Twice monthly review and update the SNF/LTC census on the Facility Operations Tracker.
  • Complete audits and reports as directed by the VP of Operations, Senior Practice Manager, and Directors.

Meeting Attendance and Record Keeping:

  • Attend monthly state and RMD meetings.
  • Take minutes and distribute them promptly to attendees and upload to SharePoint.
  • Maintain and update Key Resources documentation.

General Duties:

  • Provide ongoing support to providers regarding equipment, prescription pads, and other needs.
  • Direct inquiries to the appropriate departments or directors.
  • Support the VP of Operations and Senior VP of Operations as required.
  • Perform additional duties as assigned.

Additional Responsibilities:

  • Maintain company equipment inventory, including laptops, prescription pads, and badges.
  • Assist with development of and maintain SOPs for departments are current and reflect new processes with updated documentation.
  • Conduct bi-monthly audits of provider licenses and certifications, sending reminders for expirations as necessary.
  • Collaborate with IT to maintain current company email distribution lists.


Qualifications

  • High School Diploma required: Associates degree preferred.
  • Proficient in Microsoft Office Suite and healthcare software (e.g., EMR systems).
  • Strong organizational skills.
  • Excellent communication and interpersonal skills.
  • Remote, but must be located in Washington.

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