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Posted by The Kensington Falls Church on 01/13/2023 in Senior Housing
Wellness Office Assistant

Wellness Office Assistant

The Kensington Falls Church
700 W Broad St, Falls Church, VA 22046, USA

Employment Type


The Wellness Office Assistant supports the Wellness or Nursing Team in organizing the office systems, residents’ medical records, appointments and follow-up, provides consistent communication with team members, families, residents and vendors, in order to provide the highest level of care and services to the community and its clientele.

Duties and Responsibilities:

  • Provides administrative support for the Director of Nursing, Wellness Nurse and LPN team by maintaining an organized system of medical records, communication reports and required documentation.

  • Assists the Director of Nursing and Sales office in assuring appropriateness of resident admission to the facility by receiving all required pre-admission medical documentation and assisting in collecting resident personal data.

  • Assists physicians and Directors of Nursing, Assisted Living and Memory Care with planning for the individual resident’s medical appointments and follow-up, ensuring all documentation is received and action items addressed in a timely manner. Coordinating the appropriate outside vendors or providers for any treatments or services not provided by The Kensington staff.
  • Manages department Accounts Receivable and Accounts Payable. Prepares and submits resident ancillary charges, pharmacy reimbursements and vendor invoices for payment with Business Office. Tracks Nursing service contracts and verifies services provided and monthly payments are kept current. Assists families in researching and resolving minor billing disputes with external vendors including home health and pharmacy providers.
  • Assists the Director of Nursing in documenting the completion of cart and medication administration audits in order to determine the needs for altering medication times or processes.
  • Maintains an inventory of department supplies and manages the ordering of required items.
  • Assists the Team Member Services office in the recruitment process for Nursing team members including job opening notices, scheduling interviews, scheduling initial training and ensuring onboarding.
  • Partners with the Director of Nursing and the Team Member Services office in resolving team member schedule and pay questions. Represents and advocates for the Nursing department in attending the Team Member Appreciation Committee and Community Safety Committee monthly or quarterly meetings.
  • Tracks Nursing training attendance, meetings and workshops to assist the Director of Nursing, ensuring all department team members meet training requirements for their position on a monthly and annual basis.
  • Prepares agenda with the Director of Nursing and attends monthly Nursing department meetings. Assists with the preparation, documentation and submission of the training and attendee lists.
  • Assures resident rights are protected and the privacy of resident health care information is protected.
  • Attends training courses and participates in other professional development activities to meet community requirements.

Knowledge and Skill:

  • Must have excellent verbal skills and communication abilities.
  • Ability to work effectively within a team-based environment.
  • Strong time management and organizational skills.
  • Must have excellent computer skills, including: Word, Excel, Outlook, Power Point, and Property Management Systems.


  • Minimum of 3 years in similar position, with preferable retirement living or home-care background.
  • Ability to work flexible hours including weekends and evenings.
  • Ability to read, analyze, and interpret human service periodicals, professional journals, technical procedures, and governmental regulations.
  • Ability to write reports, business correspondence, procedure manuals.
  • Ability to effectively present information and respond to questions from managers, clients, customers, and the general public.
  • Be in good health, and physically and mentally capable of performing assigned tasks.
  • Demonstrates freedom from pulmonary tuberculosis by a health screening performed by a physician not more than (6) months prior to or (7) days after employment
  • Must be cleared in a criminal background check administered in the state of Virginia.

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700 W Broad St, Falls Church, VA 22046, USA

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