Administrative Assistant

Pinnacle Home Care is seeking a detail-oriented and organized Administrative Assistant to support our fast-paced Ft Myers branch (5280 Summerlin Commons Way Suite 803 Fort Myers, FL 33907) with weekly/minimal travel to our Sarasota branch (7316 Delainey Ct Unit 5A Sarasota, FL 34240)

This role ensures smooth day-to-day operations, compliance with clinical protocols, accurate reporting, and efficient communication among staff, patients, and leadership. If you thrive in a dynamic, collegial environment and possess strong administrative and communication skills, we encourage you to apply.

Key Responsibilities:

Plan of Care (POC) Management:

• Verify that plans of care are accurate, complete, and adhere to agency protocols and alerts.
• Ensure the first few visits for each new patient are properly scheduled according to established protocols.
  
  

Resumption Of Care (ROC) Oversight:

• Monitor ROCs daily to confirm they are completed in a timely manner.
• Schedule follow-up visits, including therapy visits, according to patient needs and established protocols.
  
  

Reporting & Documentation:

• Timely Initiation of Care (TIC) Report: Generate every Monday and Thursday.
• Productivity Report: Run every Wednesday and Friday to assist leadership in tracking staff productivity.
• Visit Plan Report: Review daily to ensure all patient visit plans are complete and accurate.
• Late Notes: Check daily for any late or incomplete notes.
• Anything marked in blue is verified with the clinician.
• If note is still not completed, return it to open schedules for rescheduling.
• After the second follow-up attempt, escalate to the Clinical Manager (CM) or Administrator.
• Recert Due: Daily review of upcoming recertifications; maintain a list of recerts that must be completed.
• ALF Census Reports & Plans of Care: Prepare and send to Care Coordinators as needed.
• Hospital Readmission Root Cause Analysis: Initiate the report and forward to the Administrator for completion.
  

PRN Staff Availability:

• Weekly Verification: Review the upcoming week’s schedule and confirm availability with PRN staff.
• Communicate any changes or updates to relevant team members.
  
  

On-Call Schedule:

• Maintain the Naples on-call and rotation spreadsheet in collaboration with the Administrator.
• Distribute the on-call schedule to clinicians at the start of each month.
• Verify accuracy with scheduled clinicians one week prior to their on-call duty.
• Ensure the on-call documents remain up-to-date and accurate.
  
  

Orientation & Preceptor Coordination:

• Attend weekly Friday meetings with the CM and Administrator to discuss new hires.
• Assign Preceptors and organize schedules for new hires.
• Send finalized orientation/preceptor details to designated contacts by Monday noon.
• Potentially liaise with the centralized preceptor team for future orientations.
  
  

Timecard Management:

• Record and place miscellaneous hours into timecards on a daily basis.
  
  

Staff Meetings:

• Prepare and maintain an annual calendar for staff meetings.
• Draft meeting agendas and take minutes during meetings.
• Distribute meeting minutes for approval by the Administrator and CM.
• Track and follow up on any assigned tasks from the meetings.
• Coordinate refreshments for staff gatherings as needed.
  
  

Medical Supplies & Inventory:

• Once a new hire call is completed, collaborate with the Clinical Manager to order trunk supplies for the new employee.
• Generate Medline reports to monitor supply utilization and identify high-cost items.
• Partner with the Administrator to ensure any supply requests or approvals follow proper guidelines.
  
  

Office Supplies:

• Conduct a monthly inventory of office supplies.
• Order any needed items to keep the office stocked and running efficiently.
  
  

Qualifications:

• High school diploma or equivalent (Associate’s degree preferred).
• Proven experience in administrative or office coordination roles, ideally within healthcare or home health.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and willingness to learn industry-specific software.
• Strong organizational and time-management skills with the ability to multitask in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to work collaboratively with clinical and non-clinical teams.
  
  

Why Join Pinnacle?

• Fast-paced, team-oriented culture with a supportive leadership team and growth opportunities.
• Opportunity to impact patient care through effective administrative management.
• Comprehensive benefits package (health, dental, vision, 401K, etc.).
• Ongoing professional development and training in a growth industry.
  
  

Ready to make a difference in patients’ lives while growing your career? Join the Pinnacle Home Care family today!

Only candidates whose qualifications closely align with the requirements of this role will be contacted.

About Pinnacle Home Care Inc.

Pinnacle Home Care is a Medicare Certified and Florida Licensed full-service clinically owned and operated health care company, led by professionals who are passionate about delivering Exceptional Outcomes and quality care Beyond Expectation to patients, referral partners, staff and the communities that we serve. We have 16 locations throughout Florida hiring Clinical Managers, RNs, LPNs, PTs, PTAs, STs, HHAs, and other office staffing roles. If you don't see a role that meets your skill set on the job board, send us your resume directly to [email protected] Please include your full name and location! We look forward to assisting you in exploring career opportunities with Pinnacle Home Care!

About Pinnacle Home Care Inc.:

Pinnacle Home Care is a Medicare Certified and Florida Licensed full-service clinically owned and operated health care company, led by professionals who are passionate about delivering Exceptional Outcomes and quality care Beyond Expectation to patients, referral partners, staff and the communities that we serve. We have 16 locations throughout Florida hiring Clinical Managers, RNs, LPNs, PTs, PTAs, STs, HHAs, and other office staffing roles. If you don't see a role that meets your skill set on the job board, send us your resume directly to [email protected] Please include your full name and location! We look forward to assisting you in exploring career opportunities with Pinnacle Home Care!