Program Assistant

About the Role

The Program Assistant plays a critical administrative support role within the hospice agency by helping to ensure the smooth coordination of care and communication between patients, field clinicians, and agency leadership. This role contributes directly to a positive patient and teammate experience through responsiveness, organization, and strong attention to detail.

Key Responsibilities

• Support the referral and admission process, including:
  • Obtaining medical records
  • Entering referral data into HCHB
  • Scheduling initial evaluation visits with patients/families and clinicians
• Upload and manage clinical and administrative documents in HCHB
• Order and track office supplies and trunk stock, including PPE inventory
• Coordinate daily staffing and patient assignments using scheduling protocols
• Match patients to clinicians based on clinical skill sets and personality fit
• Answer incoming calls and emails promptly and professionally
• Respond to patient and field staff inquiries courteously and efficiently
• Maintain accurate daily schedules for field staff and assist with visit coordination
• Process assigned daily and weekly reports and assist with data entry
• Collaborate with the Medical Director and clinical leaders on scheduling as needed
• Assist with GIP discharge planning (for GIP teams only)
• Follow all agency policies and HIPAA regulations
• Participate in on-call responsibilities as required
• Other duties as assigned

Qualifications

• Minimum of 1 year of experience in healthcare, preferably in home care or hospice
• Must be 18 years or older
• Strong understanding of medical terminology
• Proficient or able to quickly learn electronic health record (EHR) systems, including report generation and data entry
• Familiarity with Microsoft Outlook, Word, and Excel
• Clear written and verbal communication skills
• Strong interpersonal skills; ability to work with a diverse group of people
• Problem-solving skills with the ability to assess situations and implement effective solutions
• Highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment

Education and Credentials

• High School diploma or equivalent required
• Associate's Degree preferred