Administrative Assistant/Scheduling and Intake

Job Description

Come join our team! We are a continuously growing, locally owned and operated Hospice, Private and Palliative Care company headquartered in beautiful Savannah, Georgia, with offices serving Coastal Georgia and South Carolina. We are known for our high quality of care and for our ability to provide a continuum of care. We are also an industry leader in the use of technology to support quality outcomes, reduce rehospitalizations, and empower our patients toward self-management.

We have an immediate opening for an Administrative Assistant/Scheduler and Intake. Serving as a professional member of the team to provide a customer-focused, timely, and accurate response to referrals and requests from internal and external clients. Oversees the intake and scheduling processes to aid in timely admissions and prevention of rehospitalization. Leads efficient and effective operational processes that result in excellent patient outcomes. Responsible for the administrative management of THA Concierge Care, Island Hospice and Palliation Choices (GA/SC).

This position is full-time: Monday- Friday 8:30 am - 5 pm. On call rotation.

Essential Functions:

1. Oversees the intake and scheduling processes.

2. Ensures visit frequency is accurate based on the Plan of Care.

3. Resolves (reschedules) missed visits real-time.

4. Ensures patient admissions and recertifications follow regulatory timelines.

5. Ensures efficiency of scheduling to meet clinician productivity requirements.

6. Monitors the assigned master schedule across all territories to facilitate a balanced workload of productivity, geographic efficiency, and assignment based on specific skill sets.

7. Audits discharges completed as preapproved and scheduled; verifies discharge documentation is completed within 24 hours.

8. Audits accuracy of referral dates and visits completed within 24 hours from the referral date.

9. Ensuring that structure and systems promote interdisciplinary care.

11. Ensuring collaboration with agencies and vendors for effective management of services.

12. Completes audits to ensure compliance of care model.

13. Audits and takes appropriate action to enhance the outcomes of quality reports.

14. Trains, develops and takes appropriate corrective action for the performance of employees.

15. Proactively communicates upward any potential problems with resolutions related to the delivery of services.

16. Provides excellent customer service to all callers and visitors as well as to all THA employees. Handles all interactions in a courteous manner with the utmost professionalism.

17. Maintains electronic health records in compliance with state, federal, & accreditation regulations and THA policy, protecting confidentiality of information through effective controls.

18. Seeks ways to continuously improve workflow in all areas within an emphasis on accuracy, quality and efficiency.

Skills, Knowledge, Abilities and Traits:

1. Excellent verbal and written communication skills.

2. Excellent customer service and interpersonal skills maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.

3. Ability to maintain constructive working relationships with people at all levels of the organization.

4. Well-organized, with the ability to meet multiple deadlines and accomplish work in order of priority.

5. Adapts quickly to changes in the work environment, manages competing demands and can deal with frequent change, delays or unexpected events.

6. Ability to learn new duties and adjust to new situations encountered on the job within a reasonable amount of time.

7. Analytical—synthesizes complex or diverse information.

8. Problem solving—identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.

9. Self-Leadership—is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance. Inspires and motivates others to perform well through own example.

10. Quality management—demonstrates accuracy and thoroughness and monitors own work to ensure quality; looks for ways to improve and promote quality and efficiency.

11. Judgment— exhibits sound and accurate judgment and makes timely decisions.

12. Planning/organizing—prioritizes and plans work activities, uses time efficiently and develops realistic action plans.

13. Safety and security—actively promotes and personally observes safety and security procedures and uses equipment and materials properly.

Educational and/or Work Experience:

1. High School Diploma or GED required, Bachelor’s Degree in Business or Management preferred.

2. At least 2 years of health care or scheduling experience preferred.

3. At least 2 years of leadership experience preferred.

4. Experience with software scheduling and information systems preferred. Expertise with computer data entry, spreadsheets and other office product software required.

Physical Requirements:

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects; reach with hands and arms; climb stairs; balance; talk and hear. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Job Type: Full-time

Pay: $40,000.00 - $47,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Education:

• High school or equivalent (Required)

Experience:

• Leadership: 1 year (Preferred)
• Medical Scheduling: 1 year (Preferred)

Work Location: In person

Salary : $40,000 - $47,000