Days/Hours: Every other Friday, Saturday, Sunday 4:30pm-9:00pm

Position Summary: The Hospice Administrative Assistant is responsible for providing overall office coverage to ensure completion of processes that assure timely delivery of clinical care by the hospice interdisciplinary team and provide for effective and efficient use of the electronic medical record for clinical documentation and related billing requirements.

Duties and Responsibilities:

1. The Hospice Administrative Assistant provides overall office support for Clinical Managers, Clinicians, Volunteer Coordinator, Pastoral Care Coordinator, Nurse Practitioner, Medical Director and Bereavement Coordinator as evidenced by:

• First line of response to all incoming phone calls, email and fax communications, interoffice and postal mail and deliveries.
• Prepares and executes correspondence and memorandums, completes general office duties as directed, collating, alphabetizing, etc., maintains filing system and follow up.
• Provides secretarial support for Interdisciplinary Team Meetings.
• Prepares informational packages for distribution to new patients on admission.
• Completes and processes purchase orders as directed, receives and dates invoices, forwards all to accounts payable department.
• Orders medical supplies and forms based on inventory.

1. Tracks and reviews all field staff schedules as evidenced by:

• Works with clinical manager to insure appropriate coverage for time off and reschedules visits to cover sick calls.
• Schedules new admissions and notifies SOC clinician timely.
• Ensures the timely scheduling of all new patients for disciplines ordered.

1.  Processes orders for supplemental services ordered within patient care plan

• Processes DME/Labwork/supply orders for the Hospice home care patients and the Hospice House as directed, and coordinates order changes.
• Communicates with related departments/managers to coordinate placement of supplemental services.

1. Tracks all initial and ongoing chart documentation as evidenced by:

• SOC paperwork (including but not limited to the Referral, Consent, NYS Provision of Care, Financial Form, HHA Care Plan, etc) is received and filed by maintaining a log to check these items in and notifying the Clinical Manager if not received timely.
• Processes and files electronically all related chart documentation for active and discharged patients.
• Completes admission and billing documentation subsequently forwarded to appropriate departments or scanned into the electronic medical record.

1. Maintains the electronic medical record as evidenced by:

• Enters any new MD into the system and updates as needed.
• Processes all MD orders to ensure signed and returned according to VNSHS policy, sending for signature with follow up tracking of returns and submission to Clinical Manager when received.
• Contacts MD offices to obtain unreturned orders sent.
• Runs monitoring reports for quality assurance activities.

1. Demonstrates commitment to Hospice team and VNSHS as evidenced by:

• Supports and promotes the mission of VNSHS.
• Represents the agency in a professional manner and follows the agency dress code.
• Accountability and follow through of all designated tasks.
• Commitment to the clinical team and clients served.
• Compliance with the confidentiality policies and procedures of the agency.

1. Other duties as assigned.

Qualifications:

• High School Diploma or equivalent required.
• Minimum 2 years of office experience, preferably in a health care environment.
• Strength in medical terminology.
• Strong computer/ data entry skills with proficiency in programs such as Microsoft Office applications to include but not be limited to MS Word, Excel, Publisher, and PowerPoint.
• Excellent organizational/communication/customer/service skills.