Team Assistant

About the role

The Team Assistant at Haven Hospice is responsible for ensuring the efficient operation of designated team functions. This role involves 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 include handling reception, data entry, administrative support, and volunteer coordination. Additionally, the Team Assistant assists guests and visitors, answers phones, and coordinates clinical staff schedules.

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
• Follows 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
• 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
• 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 and transmits 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

• 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

Frequent sitting, standing, walking, typing on a keyboard with fingers, bending, reaching, climbing (stairs/ladders), kneeling, crouching, and stooping. Ability to push/pull and lift/carry 1-10lbs.

About Our Line of Business

Haven Hospice aims to provide high-quality care in a warm and serene home environment. We offer a comprehensive range of hospice services tailored to individual patient and family needs. 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 contribute to making a positive impact and finding purpose, meaning, and fulfillment in your work.

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.