Clinical Support

Patient & Care Team Support

• Serve as an administrative resource for clinical staff and Team Leads; scan, email, and fax documents as needed.
• Schedule outpatient procedures, arrange transport, and communicate updates to the care team.
• Aid Social Work with coordinating respite stays and patient transfers.
• Run and distribute reports as needed to support clinical operations.
• Monitor Home Team patient surveys weekly and provide timely alerts to staff.
• Track and communicate D&D (death and discharge) summary deadlines to care teams.
• Support interdisciplinary group (IDG) preparation and coverage for assigned and alternate teams.
• Provide general administrative support to ensure smooth daily operations of the care team.

Data Entry, Documentation & Records Management

• Maintain accuracy of patient databases in the electronic medical record (EMR) and patient/family communication platforms.
• Prepare IDG paperwork and act as scribe during meetings, documenting eligibility, decline, and care planning.
• Process, route, and track clinical faxes on a rotating basis.
• Scan and upload patient records to the EMR as needed.
• Complete and distribute relatedness forms to physicians, families, and internal teams.
• Monitor incoming survey responses from Home Team patient surveys weekly.
• Maintain organized electronic and paper records in accordance with HIPAA and agency standards.
• Support data collection for quality metrics, scorecards, and compliance reporting.

Operational & Administrative Support

• Answer phones, triage calls, and route messages appropriately.
• Assist staff with urgent transport needs as they arise.
• Respond promptly to email, text, and phone communication.
• Run daily, weekly, and monthly reports as requested by Team Leads or leadership.
• Schedule CNAs and coordinate outpatient procedures and transport logistics.
• Assist with general office tasks such as supply stocking, mail distribution, and maintaining shared workspaces.
• Support facility communication, including sending documents, confirming appointments, and relaying updates.
• Assist with general office tasks such as supply stocking, mail distribution, and maintaining shared workspaces.
• Support data collection for quality metrics, scorecards, and compliance reporting.

Durable Medical Equipment (DME) & Supply Coordination

• Coordinate all DME ordering, delivery, maintenance, and pickup after discharge or death.
• Provide updates to patients, families, and staff regarding DME status and delivery timelines.
• Help resolve DME maintenance and operational issues through scheduling service calls and assist with retrieval of lost or unrecovered items.
• Maintain accurate DME documentation in the EMR in collaboration with nursing staff.
• Research specialty DME options and obtain Team Lead approval when required.
• Reconcile monthly DME invoices and track high-cost items.
• Order Medline/Cardinal supplies and maintain supply room inventory.
• Ensure all supply room items are stocked, unexpired, and reviewed after any supply recalls.
• Maintain vendor communication and escalate issues to appropriate leadership when needed.

General Medical Administrative Duties

• Communicate with physicians, facilities, pharmacies, and vendors to support patient care coordination.
• Prepare, send, and track medical documentation such as orders, lab requests, wound care instructions, and therapy notes when appropriate.
• Verify accuracy of patient demographics and care team assignments in the EMR.
• Aid compliance processes by ensuring timely completion of required forms and documentation.
• Assist with appointment coordination, follow-up communication, and documentation of transfers.
• Maintain confidentiality and adhere to HIPAA and organizational privacy standards.
• Support quality improvement initiatives by gathering data, monitoring trends, and reporting issues to leadership.
• Provide administrative support during emergencies, weather events, or urgent operational needs.