Team Assistant

Team Assistant

The Team Assistant is primarily responsible for ensuring the smooth operation of designated team functions. This position assists in maintenance of medical records organization and provides inventory of medical and office supplies. They provide administrative assistance to clinical leaders and team. The Team Assistant handles reception, data entry, administrative support, and support of volunteers.

Responsibilities include :

• Responsible and accountable for daily operations of team to assure efficiency, delegating tasks as needed, including opening and closing the office as required, monitoring / tracking of bio-hazardous pick up, maintaining flow of information and paperwork from team office to administrative office, on-call team members and departments, and forwarding donations to Development as required
• Assists guests and visitors and directs them to appropriate team members. Assists as needed in answering phone, transfers calls, and relays messages appropriately
• Assists in office and medical supplies inventory and in coordinating and maintaining adequate inventory of forms
• Follows proper ordering procedures
• Performs data entry of patient status changes into computer system in an accurate and timely manner
• Updates and distributes census and patient information forms as needed
• Prepares information for IDT meetings as directed. Notifies appropriate staff, agencies, and departments as required concerning patient status
• Compiles staff daily / weekly / on call schedules
• Assists with coordination and monitoring of clinical staff for patient care / weekend and holiday schedule as assigned
• Coordinates contracted services for continuous care team members for patient care and maintains appropriate records as required
• Maintains office on-call books and office logs as assigned. Coordinates after-hours patient information for on-call team members as required
• Prints and processes all required documentation regarding physician orders or certification timely. Records, mails, and files physician telephone orders, as required
• Prints and processes timely, all required Haven Hospice documentation regarding physician certification and orders as needed
• Coordinates items for courier pickup and delivery
• Records referral information as needed and transmits information to appropriate admissions / on-call clinical team members
• Provides administrative support for team managers, senior clinicians and other team members as assigned

Qualifications :

EDUCATION / EXPERIENCE : High School diploma or GED equivalent; Associate degree preferred. 3-5 years office experience required, experience in hospice or a health care environment preferred. Computer skills and data entry experience.

LICENSE / CERTIFICATION / OTHER SPECIAL REQUIREMENTS : Valid Florida driver's license and Insurance.

KNOWLEDGE / SKILLS / ABILITIES : Excellent written and verbal communication, organizational, and interpersonal skills required. Exhibits critical thinking abilities and applies them for continuous improvement of services. Demonstrates ability to think creatively, including identifying and making recommendations to Clinical Manager. Consistently demonstrates initiative and skills in planning and organizing work. Demonstrates ability to prioritize workload and ensures that all projects are completed by deadlines. Uses own knowledge and experience base and other resources as necessary to make logical decisions and solve problems.