Administrative Assistant at VISITING NURSE SERVICE AND HOSPICE OF SUFFOLK in Northport, New York

Job Description:

Duties and Responsibilities:

1. The Administrative Assistant provides overall office support for the Hospice Interdisciplinary Team as evidenced by:

First line of response to all incoming phone calls, email and fax communications, interoffice and postal mail, and deliveries.
Coordinates medical transportation for patient transfers to Hospice House or home.
Prepares and executes correspondence and memorandums, completes general office duties as directed, collating, alphabetizing, etc., maintains filing system and follow up.

Assembles/disassembles inpatient charts for hospice house nursing staff.
Provides office coverage for callouts/weekends/holidays.

2. Provides overall office support for the Home Health Aide department as evidenced by:

Verifies and ensures accurate invoicing and duty sheets from all contracted agencies.
Performs timely and accurate uploading of invoicing and duty sheets to the electronic medical record for Hospice and CHHA patients.
Monitors, grades, and returns all competencies and in-services for both field and in-house Home Health Aides to meet annual New York State requirements.
Maintains educational record for both field and in-house Home Health Aides.
Assists the Home Health Aide Team Assistant in triaging all phone/email communications and office workflow.
Provides office coverage when Home Health Aide Team assistant is off.

3. Tracks and reviews Hospice and Home Health Aide schedules as evidenced by:

Monitors schedules of both Hospice and Home Health Aide field staff.
Works with Office Manager, Clinical Manager, or HHA Department Manager to ensure appropriate coverage for time off and reschedules visits to cover sick calls when needed.
Monitors weekend schedules and assists in all transfers to and from Hospice House.
Schedules new home care admissions and timely notifies related departments when needed.

4. Maintains the electronic medical record as evidenced by:

Processes and files electronically all related chart documentation for active and discharged patients.

Creates new episodes for newly admitted patients.
Enters any new patient information into the system and updates as needed.
Updates daily charges and care locations upon patient admissions or transfers.

5. Processes orders for supplemental services ordered within patient care plan as evidenced by:

Processes DME/lab work/supply orders for the Hospice home care patients and the Hospice House as directed, and coordinates order changes.
Communicates with related departments/managers to coordinate placement of supplemental services.

6. Demonstrates commitment to Hospice team and VNSHS as evidenced by:

Supports and promotes the mission of VNSHS.
Represents the agency in a professional manner and follows the agency dress code.
Accountability and follow through of all designated tasks.
Commitment to the clinical team and clients served.
Compliance with the confidentiality policies and procedures of the agency.

7. Other duties as assigned.