Team Assistant

About the role

The Team Assistant is primarily responsible for ensuring the smooth operation of designated team functions. This position assists in the maintenance of medical records organization and provides inventory of medical and office supplies. They provide administrative assistance to clinical leaders and team. The Team Assistant handles reception, data entry, administrative support, and support of volunteers.

Responsibilities

• Responsible and accountable for daily operations of team to assure efficiency, delegating tasks as needed, including opening and closing the office as required, monitoring/tracking of bio-hazardous pick up, maintaining flow of information and paperwork from team office to administrative office, on-call team members and departments, and forwarding donations to Development as required
• Assists guests and visitors and directs them to appropriate team members
• Assists as needed in answering phone, transfers calls, and relays messages appropriately
• Assists in office and medical supplies inventory and in coordinating and maintaining adequate inventory of forms
• Fulfills proper ordering procedures
• Performs data entry of patient status changes into computer system in an accurate and timely manner
• Updates and distributes census and patient information forms as needed
• Prepares information for IDT meetings as directed. Notifies appropriate staff, agencies, and departments as required concerning patient status
• Creates and updates staff daily/weekly/on call schedules
• Coordinates contracted services for continuous care team members for patient care and maintains appropriate records as required
• Maintains office on-call books and office logs as assigned
• Coordinates after-hours patient information for on-call team members as required
• Prints and processes all required documentation regarding physician orders or certification timely
• Records, mails, and files physician telephone orders, as required
• Prints and processes timely, all required Haven Hospice documentation regarding physician certification and orders as needed
• Coordinates items for courier pickup and delivery
• Records referral information as needed and transmits information to appropriate admissions/on-call clinical team members
• Provides administrative support for team managers, senior clinicians and other team members as assigned

Requirements

• High School diploma or GED equivalent; Associate degree preferred
• 3-5 years office experience required, experience in hospice or a health care environment preferred
• Computer skills and data entry experience
• Valid Florida driver’s license and Insurance

Qualifications

Knowledge/Skills/Abilities:

• Excellent written and verbal communication, organizational, and interpersonal skills required
• Exhibits critical thinking abilities and applies them for continuous improvement of services
• Demonstrates ability to think creatively, including identifying and making recommendations to Clinical Manager
• Consistently demonstrates initiative and skills in planning and organizing work
• Demonstrates ability to prioritize workload and ensures that all projects are completed by deadlines
• Uses own knowledge and experience base and other resources as necessary to make logical decisions and solve problems

Physical Requirements:

• Frequently sits, stands, walks and types on a keyboard with fingers
• Occasionally bends, reaches, climbs (stairs/ladders), kneels, crouches, and stoops

About Our Line of Business

At Haven Hospice, our primary ambition is to bring high-quality care to the warmest and most serene environment possible: home. We provide the full spectrum of hospice services, thoughtfully tailored to the individual needs of patients and families. Haven Hospice, an affiliate of BrightSpring Health Services, is grounded in a foundational commitment to providing quality patient care and championing our agency leadership and teams. We are proud to have many dedicated health care professionals on our team. We are confident you will find purpose, meaning and a chance to make a positive impact from day one.

Location

This position is subject to a level 2 background screening. For more information on the Florida state background screening process and standards, please access and review the Care Provider Background Screening Clearinghouse.