Team Assistant

About the role

The Team Assistant at Haven Hospice is responsible for ensuring the efficient operation of designated team functions. This role includes assisting in the maintenance of medical records organization, providing inventory of medical and office supplies, and offering administrative support to clinical leaders and team members. Duties also encompass handling reception, data entry, administrative support, and volunteer management. Additionally, the Team Assistant assists guests and visitors, answers phones, relays messages, coordinates office and medical supplies inventory, performs data entry, updates census and patient information forms, prepares information for IDT meetings, compiles staff schedules, coordinates contracted services, maintains office on-call books, and coordinates after-hours patient information.

Responsibilities

• 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, transferring calls, and relaying 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
• Compiles staff daily/weekly/on call schedules
• Aids in coordination and monitoring of clinical staff for patient care/weekend and holiday schedule as assigned
• Captures 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
• Captures 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
• Captures 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

Qualifications

• 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

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

About Our Line of Business

Haven Hospice is dedicated to providing high-quality care in the comfort of patients' homes. We offer a comprehensive range of hospice services tailored to meet the unique needs of each patient and family. As an affiliate of BrightSpring Health Services, we are committed to delivering exceptional patient care and supporting our agency leadership and teams. Join us to make a meaningful difference in the lives of those we serve.

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.