What are the responsibilities and job description for the Intake Coordinator position at Vitality Hospice and Palliative Care?
TITLE: Administrative Assistant
REPORTS TO: VP of Clinical Operations
FLSA: Non Exempt
JOB SUMMARY
Coordinate and manage all business and financial affairs, and other operational activities related to the administration of the office by performing the following duties personally or through subordinates, including, accounting/billing function, management of the computer information system, medical records function, management of the office support staff. Manage related expenditures in a fiscally responsible manner in accordance with the Company’s budget.
QUALIFICATIONS
1. Minimum age requirement of 18.
2. Previous experience in physician office management, home care, hospice and palliative care, and/or geriatrics preferred. Other complex patient healthcare experience is a plus.
3. Strong computer skills, including Word, Excel, and PowerPoint
4. Electronic medical record experience a plus.
5. Excellent customer service skills.
6. Professional telephone étiquette.
7. Ability to maintain business and clinical files in a systematic and orderly fashion.
8. Interpersonal skills that promote interdisciplinary collaboration and effective communication.
9. Compliance with accepted professional standards and practices.
10. Ability to work in an interdisciplinary setting.
11. Satisfactory references from employers and/or professional peers.
13. Physical exam in accordance with state law requirements.
14. Demonstrate excellent observation and communication skills.
15. Self-directed with the ability to work with little supervision.
16. Flexible and cooperative in fulfilling all obligations.
RESPONSIBILITIES
Work within the scope of the position, in coordination with management, to meet the needs of our patients, families and professional colleagues.
Interact with other Managers and Directors on a professional level to ensure their administrative needs are being met by the office support staff.
Function independently when performing operational duties, including but not limited to scanning, faxing, answering phones, scheduling, etc.
Transcribes orders and seeks interpretation of diagnostic and therapeutic tests
Monitors effectiveness of interventions through follow up calls
Facilitates the patient’s transition, in collaboration with the provider, within and between health care settings
Collaborates with multidisciplinary team members by assisting appropriate referrals
Facilitates staff, patient, and family decision making by providing educational tools.
Serve as the advisor on office management (office behavior, operations, keys/access for physical security).
Ensure adequate supply of printed marketing material, supplies for the office and medical supplies.
Serve as advisor on regulatory requirements (family services, professional licenses, background check requirements for individual states and counties, some HR).
Ensuring that all required A/P related paperwork is scanned and that vendors are paid.
Assists with technical audits to ensure pre-bill readiness.
Monitor compliance with the budgeted amount for office management.
Supervise the purchasing and material management functions for all non-patient related items such as: office supplies, kitchen supplies, water/coffee supplies, flowers, etc. Negotiate with vendors to ensure best price and service are obtained.
Facilitate (or designee) all non-patient related bills for payment invoices according to Company policy and procedure.
Manage long distance, courier service, express mail, postage, pager and cellular phone bills as appropriate.
Maintain database system for all assigned keys, laptops, pagers, cellular phones, home locations, auto license numbers and home phone numbers.
Participate in staff meetings, department meetings, team meetings, briefings, in-services, committees and other related activities as needed.
Meet or exceed delivery of Company Service Standards in a consistent fashion.
Regular attendance is to be maintained.
Adherence to a code of conduct conducive with Vitality Hospice policy is expected.
Interact with all staff in a positive and motivational fashion supporting the Company’s mission.
Conduct all business activities in a professional and ethical manner.
Act as liaison to the corporate office and attend meetings as requested.
Create and maintain a professional atmosphere that is also a fun place to work.
The above statements are intended to be a representative summary of the major duties and responsibilities performed by incumbents of this job. The incumbents will be requested to perform job-related tasks other than those stated in this description.
WORKING CONDITIONS
General office, travel by automobile.
Job Type: Full-time
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
License/Certification:
- Driver's License (Required)
Work Location: In person
