Administrative Assistant

JobTitle/Position: Office/TeamSupport Reports To: Executive Director

JOB DESCRIPTION SUMMARY

Assists the clinical department and program office with the clerical duties associated with all aspects of medical record keeping, chart audits, DME management, aide scheduling and office support.

ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

• Maintains and updates patient admission files in PAS.
  

• Completes admission audit and communicates issues/problems to the Clinical Director.
  

• Inputs updates into current software system any information or changes relating to
  

insurance, level of care, staff assignment and/or discharge.

• Scans and files all paper clinical data, hand signed orders and consents into patient records.
  

• Ensures plan of care/comprehensive assessment update/recertification are opened in a
  

timely manner to allow staff to document their summaries prior to team.

• Ensures plan of care/comprehensive assessment update/recertification are resolved once
  

approved by Clinical Director or designee.

• Tracks and emails as appropriate certification/recertification statements/POC/CA and all
  

orders.

• Runs unresolved orders report weekly to track unsigned orders.
  

• Maintains patient on-call book.
  

• Contacts physician office, hospital or nursing facility in a timely manner in order to obtain
  

current information, signatures or any other information pertinent to the patient’s admission

and their hospice chart.

• Assists as needed with providing information necessary for annual report and other patient
  

data which may be requested.

• Receives visit logs from all staff.
  

• Inputs all visit logs of staff not electronically documenting into current software system and
  

compares visit logs to contact visit reports weekly.

• Tracks and ordering durable medical equipment (DME) and medical supplies.
  

• If requested, participates in team meeting and is responsible for ensuring all documentation
  

and electronic records are present as requested at team meeting.

• Responsible to maintain the team meeting sign-in sheet, and ensures that the team agenda
  

is attached.

• Responsible for closing clinical/bereavement charts, and preparing charts beyond thirteen
  

(13) months so that they may be moved to off-site storage.

• Communicates with the Clinical Director in order that the charts are sent to off-site storage.
  

• Maintains and orders office supplies.
  

• Schedules and coordinates the hospice aide daily assignments to ensure the patient
  

receives the services the patient needs.

• Performs intake tasks as assigned.
  

• Registers staff/patients with vendors such as pharmacy/EMR/supply company as directed
  

• Assist with human resource functions as directed.
  

• Distribute satisfaction surveys and compile results.
  

25. Type letters, reports and other materials as requested.

26. Answers the telephone in professional manner and channels the call accordingly. 27. Interacts with other disciplines as needed to ensure support.

28. Participates in Quality Assessment and Performance Improvement activities.

29. Completes all other duties as assigned/requested.

The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents may be requested to perform job-related tasks other than those stated in this description.

POSITION QUALIFICATIONS

• High school graduate or equivalent.
  

• One (1) year medical records experience, preferably in home health or similar operation.
  

• Electronic medical record experience preferred.
  

• Positive interpersonal skills and good organizational skills.
  

• Good computer skills.
  

• Is flexible, cooperative and self-directed in fulfilling roles.
  

• Ability to function as a member of an integrated healthcare work team.
  

AGE SPECIFICS:

This position interacts with all ages of patients, family members and other staff members.

PHYSICAL REQUIREMENTS:

Strength:

Constantly required to push/pull and lift objects up to 50 pounds in weight. Occasionally required to push/pull more than 300 pounds and lift in excess of 50 pounds

Manual Dexterity:

Constantly required to perform simple motor skills and manipulative skills such as standing, walking, writing and use of various types of therapeutic and office equipment. Frequently required to perform moderately difficult manipulative skills such as positioning patients.

Coordination:

Constantly required to perform gross body coordination such as walking, stooping, standing while performing tasks, carrying and lifting objects.

Mobility:

Constantly required to walk and stand, including for long periods of time. Frequently required to remain in uncomfortable positions for long periods of time, such as bending over equipment, counters, tables, etc.

Visual Discrimination:

Constantly required to see objects closely to allow reading instruments and measurement tools. Frequently required to discriminate colors on charts, equipment panels or warning lights. Occasionally required to use depth perception and judge distance, size, color and shape of an object.

Hearing:

Constantly required to hear normal sounds with some background noise as in answering phones, intercom and other equipment sounds/alarms, etc.

MENTAL REQUIREMENTS:

Frequently required to concentrate on fine details with continual interruptions; attend to a task/function for more than 30 minutes at a time; remember tasks/assignments given at the beginning of a period of time extending several days. Constantly required to demonstrate good judgment and safety.

POST-OFFER HEALTH STATUS:

Meets the post-offer physical requirements regarding infectious/contagious disease, including TB screening.

ENVIRONMENTAL REQUIREMENTS:

Potential exposure to occupational hazards which may include, but are not limited to infectious/ contagious diseases, heat, cold, noise, hazardous substances, varying weather conditions and other hazard which may be located at the work sites.

CONTINUING EDUCATION REQUIREMENTS:

Personnel must attend the mandatory number of in-services per calendar year. Personnel are expected to participate in appropriate continuing education as may be requested and/or required by their immediate supervisor.

OSHA CATEGORY FOR BLOODBORNE PATHOGENS EXPOSURE:

Category I: Tasks and procedures involve occupational exposure to blood, body fluid and/or tissue.

JOB DESCRIPTION REVIEW:

I have read and understand the job description for the position of Office Team Support.