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Fallon Health Administrative Assistant in Worcester, Massachusetts


About Fallon Health

Founded in 1977, Fallon Health is a leading health care services organization that supports the diverse and changing needs of those we serve. In addition to offering innovative health insurance solutions and a variety of Medicaid and Medicare products, we excel in creating unique health care programs and services that provide coordinated, integrated care for seniors and individuals with complex health needs. Fallon has consistently ranked among the nation’s top health plans, and is accredited by the National Committee for Quality Assurance for its HMO, Medicare Advantage and Medicaid products. For more information, visit fallonhealth.org.

About Summit ElderCare :

Fallon Health operates the largest Program of All-Inclusive Care for the Elderly (PACE) in New England and the fifth largest in the country. Called Summit ElderCare, Fallon’s PACE helps provide older adults and their caregivers with a welcome alternative to nursing home care. Participants in Summit ElderCare have access to comprehensive medical services and social support at a Summit ElderCare site while they keep the independence of living in their own homes and communities.

Brief summary of purpose :

Under general supervision independently handles multiple hi-level administrative projects and duties supporting the Executive Director and Vice President to relieve him/her of administrative tasks. In addition, independently manages billing and payments supporting the Service Coordination Unit, as well as purchasing and ordering of all administrative supplies for the central office departments (Clinical Operations, Outreach and Enrollment, Service Coordination Unit, Facilities). Independently collaborates with Accounts Payable to ensure seamless processing and accurate payments. Monitors and tracks, analyzes and ensures timely reconciliations as needed. Develops and distributes financial tracking reports to ED, Site Directors, etc. Serves as the face of the program internally and externally; manages frequent contact internally and externally at all levels with integrity.


Administrative support for the Program Executive Director and Vice President, PACE Medical Director, and all program Senior Directors and Directors.

Includes but is not limited to :

  • Calendar Management

  • Scheduling expense reporting

  • Travel and conferences

  • Expenses and billing


  • Maintain Provider orientation and information files - update as needed

  • Schedule NP’s for weekend on call coverage and provide updates to answering service as needed.

  • Maintain provider contact list

  • Provide MA Medical Society update on new or departing MD’s for correct membership billing.

  • Distribute Supervising physician review forms to all NPs quarterly.

  • Distribute annual provider survey forms to selected providers and track responses for Medical Director.

  • Maintain and track vendor confidentiality agreements (SVH)

MAINTAIN FILING SYSTEM & DATABASE - Facility Director files + Administrative files


  • Provide purchase orders and tracking for all facilities expenses

  • Assist with orders for new facilities – create purchase orders and track deliveries and billing

  • Create/laminate misc. signage for interior of new facility (Full Oxygen Cylinders, Empty Oxygen Cylinders, Spill Kit, etc.)

PURCHASE ORDERS – for all Summit ElderCare vendors + paid caregivers

  • Enter, track and update as needed

  • Identify and review variances. Develop and implement corrections as needed.


  • Coordinate regulation-required quarterly Participant Advisory Committee Meeting including enrollees and caregivers from each site, as well as community representatives and guests.

  • Produce and distribute agenda to members and guests

  • Transcribe meeting minutes and distribute to committee members

  • Assemble site level Participant Council Meeting (PCM) monthly minutes from each SE site for review by PAC members

  • Assemble PAC materials as required by regulation for quarterly FH Board subcommittee, Service Quality Oversight Committee review


  • Oversee and process application and implementation process for Paid Caregiver Program

  • Notify A/P to add caregiver as a vendor, process purchase order, submit for signatures, approve in Oracle, scan copy to accounting and site director.

  • Maintain current lists of current and cancelled caregivers

  • Process any rate changes.

  • Monitor program insuring proper cancellations or payment changes suspend payments if ppt in SNF <40 days, eg.

  • Coordinate all charges and charge changes with accounting

  • Serve as liaison between Accounting and PACE sites on all adjustments


  • Serve as central expert resource to all Summit ElderCare site Office Coordinators including, for example:

  • Oracle billing questions

  • Monitoring and tracking purchase orders and expenses (provide each site with their purchase orders + expense tracking sheet)

  • Monitor and approve on ED behalf all WB Mason orders from sites

  • Resolve all billing discrepancies from A/P


  • Analyze new space requirements and develop space change plans

  • Lead coordination of space changes with building management; coordinate moves.

  • Maintain up to date space plan


  • Maintain Chestnut Street phone directory

  • Maintain SE Site List and Program Directory for Outlook communication



Associates Degree or equivalent preferred


3-5 years Administrative experience preferred; legal and/or HMO setting preferred

Word, Excel, Oracle, Outlook, Visio

Job ID 5694

# Positions 1

Category Administrative/Clerical