🔎 Role snapshot

• Serves as the front-facing contact for residents, families, staff, and visitors.

• Manages general admin tasks, documentation, scheduling, and internal communications.

• Supports smooth office operations and coordination with clinical, program, and DSP teams.

• Maintains confidentiality and adheres to privacy laws (e.g., HIPAA) in all records handling.

🎯 Core qualifications (typical)

• Education: High school diploma or GED required; associate’s degree in office administration or related field preferred.

• Experience: 1–3 years of administrative/office support experience; healthcare or HCBS/residential care setting experience is a plus.

• Skills: Strong communication (verbal and written), customer service, multi-tasking, time management, and basic problem-solving.

• Technology: Proficient with Microsoft Office (Word, Excel, Outlook), calendar management, and basic office equipment; familiarity with EHR/CRM or service coordination platforms a plus.

• Confidentiality: Demonstrated ability to handle sensitive information and maintain HIPAA/compliance standards.

🧪 Licensing, background, and certifications

• Background checks: Satisfactory completion of fingerprint/background checks per HHSC and employer policy.

• Certifications: Not typically required; HIPAA privacy training and site-specific training may be provided.

🧠 Training, certifications, and ongoing development

• Onboarding: Agency policies, TAC/HHSC requirements, resident rights, and confidentiality procedures.

• Privacy & security: HIPAA basics, data handling, and secure recordkeeping.

• Office operations: Scheduling systems, document management, incident-report processes, and basic QA/support procedures.

• Safety & emergency procedures: Fire safety, evacuation procedures, and first aid/ Emergency response basics as applicable.

🛡️ Health, safety, and professional responsibilities

• Health & safety: General workplace safety; report hazards or safety concerns per policy.

• Rights & dignity: Respect residents’ rights and privacy; maintain professional boundaries.

• Infection control: Follow cleaning/disinfection practices for common areas and office spaces.

🗂️ Duties & responsibilities

• Manage front desk operations: greet visitors, answer phones, screen calls, and route inquiries.

• Scheduling & coordination: calendar management for staff, residents, appointments, and family meetings.

• Documentation: maintain and organize resident and program files, intake forms, incident reports (as appropriate), and correspondence.

• Mail, supplies, and facilities support: receive deliveries, manage inventory of office supplies, coordinate with facilities as needed.

• Communication: draft notices, memos, and internal communications; support team with meeting logistics.

• Data entry & reporting: input data into relevant systems; assist with basic reports as requested.

• Collaboration: coordinate with DSPs, nursing staff, case management, and admissions to support operations.

🧰 Documentation & compliance

• Ensure records are complete, accurate, and filed in the appropriate system.

• Support regulatory documentation processes and audit readiness (without handling clinical records directly unless specified).

• Maintain confidentiality and secure handling of resident information.