Job Details

ESSENTIAL DUTIES AND RESPONSIBILITIESThe essential functions include, but are not limited to the following: The Marketing & Administrative Office Assistant is responsible for maintaining and growing business relationships with clients and customers while contributing to the overall stability and growth of the company. Initiate and maintain routine contacts (to include visits, phone calls and mailings) to existing clients in order to ensure smooth working relationships. Develop and update as needed a functional marketing and business development strategies to improve the overall stability and growth of the company. Coordinate and integrate all aspects of the business model of the company in ensuring smooth and efficient operation for all services provided. Assist HR, Operations Director/Manager and the Administrative department in its overall functions in meeting its goals and objectives. Coordinate and liaise with the Operations Manager/Director and Office Administrator in ensuring compliance with all regulatory requirements, policies and procedures of Prudence Ambulance Service Inc (PASI) to improve and maintain the operational and administrative integrity of the company at all times. Serves as the interim coordinator/manager of department/unit in the absence of the assigned coordinator/manager. Design/develop short- and long-term recruitment/retention strategies for areas with critical positions in coordination with the Office Administrator/Operations Manager/Director/HR Coordinators. Build solid relationships with personnel at contracted facilities in order to promote services and assist in the identification of new business opportunities whilst meeting all set targets and goals. Additionally, works with each department within the process in ensuring compliance and quality performance on plan. Responsible for gathering of information regarding competition and have thorough understanding of competitors in assigned market. Work with administration in developing effective communication and viable strategic marketing plans towards increasing and meeting monthly, quarterly and annual targets. Demonstrate a professional approach to creating value and gaining confidence in Prudence Ambulance Service Inc (PASI) services from customers. Assist operations & administrative department in the development of systems that encourage feedback from crews, patients and/or facilities regarding barriers in service and service incidents. Work with operations and administration to develop, implement and maintain an aggressive strategic business development and growth marketing plan. Respond to, document and ensure follow up to all customer and facility inquiries received from internal and external customers in a timely and through manner. Ensure that customers are served with respect, individuality, efficiently, and effectively. Work with the Operations Manager/Director and Administration regarding expansion into new service areas. Participate in and conduct new employee orientation regarding the importance and goals of Prudence Ambulance Service Inc (PASI) Customer Service Policies/Procedure in coordination with the Operations Manager/Director & Office Administrator. Provide weekly report updates on customer interactions, marketing and outreach activities, customer complaints/disputes and resolutions. Work with operations and clinical educator to develop and implement a marketing BLS outreach education program for the purposes of providing BLS education to partner facilities and to educate staff on capabilities and utilization of Prudence Ambulance Service Inc (PASI) for transport services. The Marketing & Administrative Office Assistant in conjunction with the Operations Director, Office Administrator and/or assigned staff will participate in Developmental and Quality Management with area facilities and agencies to promote company growth. Participate in regional organizations (business related & civic) thus enhancing the companys exposure to customers, decision makers, and key players in the health care and political arena. Ensure seamless coordination of workflow between Administrative, Marketing & Operations Teams. Ensure personnel (EMTs) receive appropriate feedback regarding compliance to reporting of PCR & all appropriate documentation required. Assist Office Administrator/Operations Manager/Director/Administrator on Record in ensuring accurate patient records are maintained at all times. Assist Office Administrator/Operations Manager/Director/Administrator on Record in coordinating completion of insurance verification, eligibility/benefits checks, prior authorization request and approvals, signed PCS (Patient Certification Statement) by patients PCP or attending Physician for new referrals & existing clients. Coordinate with the Office Administrator/Operations Manager/Director/Administrator on Record while ensuring compliance to all Medicare, Medicaid and other insurance requirements for medical necessity. Maintaining confidentiality of sensitive and confidential information. Collect and Organize patient data. Manages day-to-day operations on an assigned shift; ensures maintenance and vehicle inventory in compliance to the policy and procedures. Create and maintain a streamlined inventory system of supplies to at the stations and vehicles including requisitions of supplies by personnel. Maintain office services by organizing office operations and procedures. Design filing systems, reviewing and approving supply requisitions and assigning and monitoring clerical functions. Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy. Design and manage the scheduling system for operational and administrative staff to ensure schedules/shifts are always covered. Manage emails, letters packages, phone calls and other forms of correspondence and properly direct phone calls and general business inquiries. Track and replace office supplies as necessary to avoid interruptions in standard front office and operational procedures in coordination with the Office Administrator/Operations Manager/Director/Administrator on Record. Responsible for the day-to-day facilities operations including scheduling vehicle maintenance or repairs while liaising with the Operations Director/Manager/Administrative Operations Coordinator/EMTs when necessary, in compliance with operational procedures. Ensure operational staff (EMTs) scheduled in Sling are assigned in Angel Track with the appropriate calls for all daily operations. Coordinate with contracted facilities (Nursing Homes, Hospitals & Assisted Living Homes) to schedule transports for their residence to ensure an effective and timely operations. Implements quality assurance programs; attends meetings as directed. Ensure the supply/inventory checklist for all assigned units are completed for each shift in Angel Track. Manage Office equipment and supplies and ordering new equipment and supplies as needed. Assist the accounting department to manage invoices, receipts of payments in coordination with the Office Administrator/Operations Manager/Director/Administrator on Record. Coordinating medical records with the facilities to ensure that they are organized and up to date for all active patients in Angel Track. Handling prior authorization processes and submitting forms to insurance companies per guidelines to facilities in coordination with the Office Administrator/Operations Manager/Director/Administrator on Record. Tracking updates for prior authorizations request, denials and approvals and resolving any related issues with other support staffs in coordination with the Office Administrator/Operations Manager/Director/Administrator on Record. Assist the Human Resources Department and the Operations Director/Manager/ Administrative Operations Coordinator/Administrator in designing and maintaining an employee retention program thats effective in ensuring the integrity & day to day operations is maintained. Coordinate and submit weekly reports to the Operations Manager/Director/AOR (Administrator on Record) regarding administrative and operational activities with recommendations that will further improve the administrative and operational integrity of the company in coordination with all other departmental coordinators including but not limited to the Operations Director/Operations Manager/Administrative Operations Coordinator. Performing other work-related duties as assigned. Provides administrative support to the Dispatch/Administrative Operations Coordinator, Office Administrator, Operations Manager, Director of Operations, Administrator.MINIMUM QUALIFICATIONS (KNOWLEDGE, SKILLS, AND ABILITIES): Bachelors Degree or relevant work experience. Protects organizations value by keeping information confidential. Experience in data collection, entry, and reporting with great attention to detail and confidentiality. Ability to multi-task in fast paced environment with a commitment to responsiveness and customer/co-worker satisfaction. Outstanding organizational and time management skills. Excellent communication abilities with aptitude in problem-solving. Ability to easily learn new systems. Motivated, confident, resilient, and curious. Strong communicator with excellent interpersonal skills. Able to solve problems and successfully manage ambiguity. Teachable and embracing best practices. Solid understanding of Excel, Outlook, and Word. Strong ability to prioritize and organize workload. Must be able to Multitask. Excellent ability to work independently. Strong initiative and willingness to take on projects in a proactive manner. Strong computer and internet skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required. Must be a self-starter with excellent interpersonal and communication skills with a talent for customer service. Must be efficient with strong attention to detail. Must have strong customer support orientation (for internal/external customers), demonstrated professional.demeanor, and the ability to maintain confidential information. Must have strong skills in organization and planning, demonstrated ability to work independently and exercise.sound judgment and problem solving. Proven ability to manage projects. Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information.Salary/Pay:It is dependent on relevant qualifications and related work experience.
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