Office Coordinator / Medical Admin

Description

About HealthFlex: Looking to make a difference? Join a team founded by nurses, where empathy is our driving force. At our agency, we believe healing happens best in the comfort of home, allowing patients and their families to cherish their time together. As one of the nation's largest privately owned agencies, we're dedicated to serving communities across the San Francisco Bay Area, North Bay, Central Valley, and the Greater Sacramento Area. If you're passionate about delivering exceptional care and making a meaningful impact, we'd love to have you on board.

Position Summary:  As the Office Coordinator you'll be the go-to person for your assigned office location, playing a crucial role in creating a seamless and professional environment. In this dynamic role, you'll manage both medical and office supplies, keep our workspace looking its best, and provide vital support to our staff and visitors, making every day at the office productive and enjoyable.

Essential Duties and Responsibilities: 

This section describes the essential functions of this role; however, this is not intended to be all-inclusive. Other duties may be assigned, as necessary. Reasonable accommodations may be provided to enable individuals with disabilities to perform the essential functions of this job. 

Office Point Person:

• Serve as the primary contact for office-related inquiries and issues.
• Greet and assist visitors, ensuring a welcoming and professional atmosphere.
• Coordinate with building management and external vendors as needed.

Medical Supply Management: 

• Monitor and maintain inventory of medical supplies, discards expired items and update records accordingly.
• Ensure all medical supplies are properly stored and easily accessible.
• Processes pick up orders; timely and accurately.
• Coordinates with couriers for deliveries; timely and accurately. 
• Processes new employees and monthly trunk supplies; timely and accurately. 
• Processes patient drop ship orders; timely and accurately. 

Office Maintenance and Appearance:

• Ensure the office environment is clean, organized, and professional.
• Coordinate with cleaning services and manage any office maintenance needs.
• Oversee the setup of meeting rooms as requested.
• Maintain an accurate inventory of office supplies.
• Place orders for office supplies as needed to prevent shortages.

Mail Distribution:

• Sort and distribute incoming mail and packages.
• Manage outgoing mail, including scheduling pickups and arranging courier services.
• Maintain accurate records of mail distribution.

Phone Coverage:

• Answer and direct incoming calls promptly and professionally.
• Manage voicemail and ensure messages are relayed to the appropriate parties.
• Provide backup phone coverage during peak times or staff absences.

HIPAA and PHI Compliance:

• Maintain confidentiality and ensure the security of Protected Health Information (PHI) in accordance with HIPAA regulations.
• Implement and adhere to office policies and procedures related to the handling, storage, and disposal of PHI.

Requirements

Position Qualifications:

• Previous experience in an office coordinator or similar administrative role.
• Proficiency in Google Suite (Gmail, Calendar, Chat, Drive, Docs, and Sheets).
• Knowledge of HIPAA regulations and experience handling PHI