What are the responsibilities and job description for the Team Assistant position at Eastern Connecticut Health Network?
General Summary of Duties: Responsible for interdisciplinary team scheduling and all calls received in to the department; taking and delivering messages and forwarding calls as necessary. Enters data and/or prepares reports as appropriate, using the required computer programs.
Supervision Received: Reports directly to the Clinical Manager.
Supervision Exercised: None.
Typical Physical Demands: Requires prolonged sitting. Requires some standing, bending, or stooping. Requires eye-hand coordination and manual dexterity. Requires the ability to distinguish letters, numbers, and symbols and the use of office equipment: computer, fax, copier and telephone system. Requires corrected vision and hearing to normal range. Occasionally lifts and carries items weighing up to 25 pounds.
Typical Working Conditions: Work is performed in an office environment. Contact with administrative and direct service staff. Occasional contact with public.
Essential Duties:
1. Responsible for handling calls received for their team and clinical area:
a) Takes, delivers and forwards messages to clinical staff and other business areas.
b) Demonstrates outstanding customer service and telephone skills.
c) Attends to daily messages received from the answering service.
d) Answers patient's questions or requests regarding clinical visits and visit time changes.
e) Sends team messages and contacts staff when necessary.
2. Responsible for team scheduling and patient assignment:
a) Assures that daily schedules are maintained for assigned teams.
b) Accepts referrals from intake and assigns Case Manager with input from the Clinical
Manager.
c) Assigns patients to appropriate team manager.
d) Assures that patient weekend schedule is complete
e) Reports any patient problems or concerns to a Clinical Manager.
f) Coordinates team meetings.
g) Manages assigned "To Do" lists
3. May track the following:
a) Physician's orders, physician communication forms, memos of understanding, face to face forms, consents.
b) Tracks and distributes charts for clinicians, managers and reviewers.
c) Notifies the Clinical Manager when forms are not received timely.
d) Enters data and/or prepares report using the required computer program.
e) Review emails and forwards information to appropriate individuals and clinicians.
4. Responsible for various (additional) tasks while covering other teams:
a) Ordering supplies and/or equipment.
b) Tracking and monitoring distribution of equipment.
c) Preparing staff weekend schedule.
d) Notifying answering service of on call schedules.
e) Attending team meetings.
f) Distributes mail.
g) Faxing and copying
5. Adheres to Agency Corporate Compliance Plan and HIPAA Privacy Plan as per written agreement.
Ancillary Duties
1. Performs other related duties as assigned and necessary to support the functions of the
Agency.
HIPAA and Privacy: Properly direct any complaints and/or grievances as indicated per VNHSC policy. Comply with HIPAA regulations, specifically the Privacy and Security Rules. Protect personal health information (PHI), electronic personal health information (EPHI) and financial information by limiting the use and disclosure of health information and financial information to the minimum amount necessary with only those who must know how to get the job done. Follow the department's specific policies and procedures to protect health information. Help one another to ensure confidentiality at all times.
Knowledge, Skills and Requirements: Excellent written and oral communication skills including English usage and knowledge of medical terminology. Ability to deal with public in a pleasant manner. Ability to deal with crisis situations in a professional manner. Excellent listening skills. Excellent computer-related skills including knowledge of Word, Excel and Access. Ability to type 40-45 w.p.m. with accuracy. Needs to be flexible, able to handle schedule changes and to interact with the public. Adheres to Agency Corporate Compliance plan as per written agreement.
Education: High school diploma or Associates Degree preferred.
Experience: Minimum two years of office experience, preferably in a health care environment required. Medical terminology and computer skill required.
Certificate/License: N/A
Alternatives to Minimum Qualifications: None.
Location: Eastern Connecticut Health Network · Administration
Schedule: Per Diem, Per Diem - Flex, 0
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