Clinical Team Assistant

About the role

The Clinical Team Assistant is a member of the clinical support team responsible for development, implementation, and maintenance of medical records consistent with Community Hospice policies and procedures. Reporting to the Clinical Team Coordinator, the Clinical Team Assistant completes all medical record activities, including initial preparation, interim maintenance, periodic tracking, closure, filing, and facilitating retrieval of medical record information as needed. The role also provides secretarial support to the patient services program.

Responsibilities

• Assure charting documents are placed in patient folders on a weekly basis.
• Track submission, receipt, and filing of plans of treatment, histories and physicals, physician orders, certification statements, and other chart documents as appropriate.
• Ensure physician orders are sent out daily.
• Enter and verify patient information and level of care changes in the Information Management System.
• Ensure patient financial information is entered into the computer system and accurate.
• Complete discharge, patient file audit, and other related activities including completion of death notification form, update of death book, and update of master patient file at time of death.
• Record time and date of death on discharge summary along with discharge diagnosis.
• Complete clerical portion of discharge summary, route to case manager for completion, assure return and file.
• Perform discharge chart audit, request missing documents, assure receipt and file.
• Complete monthly satisfaction survey data.
• Provide quarterly reports to utilization review committee.
• Keep data for shared reports and tracking updated and accurate.
• Structure and maintain files of all necessary chart forms.
• Perform crisis care nursing scheduling as needed.
• Assist in coverage of other patient care secretary functions as requested.
• Assist in preparing records that are requested either internally or externally as directed.
• Complete annual purging of older records from main files to long-term storage.
• Assist Receptionist with phone system and provide backup coverage.
• Perform other duties as assigned.

Requirements

• High school graduate; college experience preferred.
• Experience with medical records system in a healthcare setting required.
• Demonstrated knowledge of medical terminology.
• Good organizational, interpersonal, and communication skills.
• Knowledge and understanding of modern office practice and procedures.
• Ability to perform detailed work in a timely manner with accuracy and thoroughness.
• Ability to organize efficiently and establish priorities.
• Personal qualities of empathy, responsibility, dependability, and intelligence.
• Must demonstrate effective communication skills.
• Ability to respond well to supervision and to work independently when appropriate.
• Ability to handle stressful and delicate situations with tact, diplomacy, attention to their importance, and understanding the responsibility involved.
• Must be able to participate in the Federal and State Healthcare Programs.
• Must be able to pass a Criminal Background Check, Driving Records Check (upon hire and annually), and Drug Screens (pre-employment and random program).

Education

• High school or equivalent (Required)

Experience

• College experience (preferred)
• Experience with medical records system in a healthcare setting required.

Work Location: In-person in office setting