Palliative Care Administrative Assistant

POSITION SUMMARY: Assist palliative care and clinical staff with day-to-day operations including medical documents, scheduling, monitoring and data collection.

EDUCATIONAL QUALIFICATIONS:

• High school diploma required
• Experience in medical office or hospital required
• Medical Office Assistant training preferred not required

KNOWLEDGE AND SKILLS:

• Knowledge of and commitment to the hospice philosophy of care
• Ability to work on an interdisciplinary team
• Ability to work a flexible schedule
• Willingness to work with patients/families regardless of race, color, creed, age or sexual orientation. Must respect their beliefs and philosophy with an attitude of openness and receptiveness
• Excellent computer skills, including Excel and Word required
• Proven performance in meeting deadlines with a high rate of accuracy
• Excellent telephone skills

Initial And Ongoing:

• Complete Hospice volunteer/staff training program
• Complete Hospice orientation program
• Obtain eight hours of continuing education per year, including mandatory safety in-service
• Attend minimum of six staff meetings per year

DUTIES AND RESPONSIBILITIES:

• Assist in orienting new team members, as requested
• Participate in quality improvement program
• Adhere to strict confidentiality
• Adhere to safety policy and practices
• Complete employee time record accurately per policy
• Cooperate with all government agencies and outside auditors
• Assist with updating policies and procedures, as appropriate
• Complete annual TB screening
• Assist in submitting to human resources all license, certifications, continuing education information and any other required documentation, reviewing to assure they are kept current
• Maintain up-to-date documentation required and specified in Hospice policy and procedure
• Perform other duties assigned by supervisor
• Enter palliative care admissions in electronic medical record
• Collect past, current and future medical data on patients
• Maintain palliative care forms
• Assure all forms are completed and scanned in electronic charts
• Coordinate and schedule all new admissions and ongoing visits to palliative care patients and maintain provider calendars
• Responsible for any follow-up telephone contacts requested by palliative care staff
• Assure all palliative care patients are seen per contact frequency guidelines, collecting data and monitoring weekly
• Maintain open communication with physician offices and assure patient records received are scanned promptly into patient’s chart
• Assist with taking palliative care referrals, contacting physician offices, requesting information, complete referral form, entry into electronic medical record
• Discharge and send Progress Note to attending physician
• Assist team leaders in collection of patient information, follow-up phone calls, data and other requested task
• Obtain physician orders
• Obtain prior authorizations
• referrals to home health and other agencies
• Order DME, as directed
• consults and create a physician billing account/records from portal
• Portal access to both Caldwell UNC Health Care and Watauga Medical Center
• Organize work for volunteers
• ICD-10 coding/help clinical staff with diagnosis and coding for billing
• Rotate front desk minimal staff for holidays

HOSPICE DUTIES:

• Cross-trained for medical records specialist
• Maintain volunteer survey book
• Record/track all hospice deaths/discharges for medical records specialist
• Track/print hospital records for hospice patients ER/inpatient visits
• Send daily email of patients at Caldwell UNC Health Care/active referrals for hospice to clinical liaison

PHYSICAL QUALIFICATIONS:

• Visual acuity to read written documentation and computer tasks
• Speech and hearing skills necessary for telephone interaction and face to face contact
• Ability to sit extended periods of time and perform administrative tasks
• Ability to stand, bend and lift an average of 30 pounds
• Manual dexterity with the ability to manipulate office equipment and keyboard for extended periods of time
• Ability to walk, squat, kneel, climb and balance

SPECIAL REQUIREMENTS:

• Must have an automobile with required insurance coverage and state driver’s license (if driving is required)