Job Summary:

The Administrative Assistant at Total Wound Care provides critical support for daily operations, focusing on patient scheduling, intake coordination, and administrative tasks. This role requires a highly tech-savvy individual who can navigate multiple software systems and leverage technology to improve efficiency across workflows. In addition to supporting the clinical team, the Administrative Assistant will assist the Chief Operating Officer (COO) with various operational and administrative tasks. The ideal candidate is organized, detail-oriented, and comfortable working in a dynamic, fast-paced healthcare environment, with a strong ability to adopt and manage digital tools.

Key Responsibilities:

• General Office Support:

  • Oversee office management tasks, including maintaining office supplies, organizing files, and ensuring the office runs efficiently.

  • Serve as the initial point of contact for external communications, including answering calls, responding to emails, and greeting visitors.

  • Coordinate office-related logistics, including managing shipments, handling vendor communication, and overseeing office equipment maintenance.

• Patient Scheduling & Intake Assistance:

  • Tech-savvy task: Use advanced features of electronic health records (EHR) systems, such as Dr. Chronos, to assist in patient scheduling, ensuring appointments are accurately entered, confirmed, and communicated to clinical teams.

  • Coordinate with patients, referral sources, and clinicians to gather all necessary documentation for patient intake, using CRM tools (FreeAgentCRM) to track and maintain referral data.

  • Maintain meticulous records of patient intake, ensuring all documentation is stored securely and complies with regulatory standards, including HIPAA.

• Support for the COO:

  • Provide high-level administrative support to the COO, managing daily tasks such as preparing reports, drafting documents, and compiling presentations using advanced formatting and design tools in Microsoft Office.

  • Assist the COO in tracking project progress, ensuring all action items are completed on schedule, and proactively follow up on outstanding tasks.

  • Manage scheduling for the COO, including coordinating meetings, handling travel arrangements, and preparing meeting materials.

• Data Entry & Record Management:

  • Accurately input, update, and manage large datasets in various software systems, including FreeAgentCRM and Dr. Chronos, ensuring data integrity and compliance with privacy regulations.

  • Organize both electronic and physical filing systems for patient records, operational documents, and other critical information, ensuring timely access and easy retrieval of data.

  • Generate periodic reports based on patient data, referral trends, and scheduling activities to assist in decision-making for both clinical teams and leadership.

• Tech-Savvy Problem Solving & Optimization:

  • Use advanced technology skills to troubleshoot software issues, assist team members in resolving technical problems, and propose improvements to optimize administrative workflows.

  • Research and implement new digital tools or software features to streamline processes, reduce manual tasks, and improve overall efficiency within the team.

  • Continuously learn and adapt to new software updates and system integrations, ensuring the team stays up to date with the latest tools and features in the healthcare space.

Qualifications:

• Education:
  High school diploma or equivalent required; an associate’s or bachelor’s degree in business administration, healthcare administration, or a related field is preferred.

• Experience:
  Minimum of 2-3 years of administrative experience, ideally in a healthcare or medical office setting. Experience with patient scheduling, intake processes, and working with EHR and CRM systems is highly desirable.

• Technical Skills:

  • Highly tech-savvy: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with advanced knowledge of features such as data analysis in Excel, document formatting, and presentation creation.

  • Extensive experience with cloud-based collaboration tools (Google Workspace, Microsoft Teams, Dropbox) and an ability to adopt new tools quickly.

  • Strong experience with CRM systems  and EMR/EHR systems (e.g., Dr. Chronos), including data entry, reporting, and record management.

  • Ability to troubleshoot common software issues and quickly learn and implement new digital tools to streamline administrative tasks.

• Skills:

  • Exceptional organizational skills with a keen eye for detail, capable of managing multiple projects and deadlines.

  • Strong written and verbal communication skills, with the ability to effectively communicate with patients, clinicians, and leadership.

  • Ability to work independently, proactively solving problems and proposing solutions, while also collaborating effectively within a team.

  • High level of discretion and professionalism when handling sensitive patient data and confidential company information.

Work Environment:

• This role operates in a professional office setting with occasional interaction with external partners, patients, and clinical teams. The position may require occasional travel to company events or meetings.

Physical Demands:

• The position may require occasional standing, walking, and lifting of supplies up to 20 pounds.

• Extended periods of sitting and working at a computer will be necessary.

Equal Opportunity Employer:

Total Wound Care is committed to fostering a diverse and inclusive workplace. We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, genetics, disability, age, or veteran status.

Pre-Employment Requirements:

Employment is contingent upon successful completion of a background check and drug screening.

To Apply: Please complete and submit the online application below, along with your resume.