Patient Administrative Associate (PAA)

ABOUT US

For the past 120 years, Hebrew Senior Care has been committed to senior health and wellness, and faithfulness to our Jewish heritage. Our nonprofit senior health care provider has always evolved and adapted to meet the changing needs of our seniors. We recognized early on the need for specialized health services for seniors and created programs and services to respond to the unique challenges of aging.

BENEFITS

We are committed to providing benefits that matter to our employees. At Hebrew Senior Care, our benefits package offers eligible colleagues an attractive package that includes medical, wellbeing, dental and vision benefits along with some unique benefits including:

• An awesome team!
• Competitive Compensation
• Identify Theft Protection (Aflac)
• Pet Insurance (Aflac)
• Short Term & Long Term Disability coverage (Aflac)
• 401K Program
• Comprehensive EAP Program
• Employee discount program and lots more!

POSITION SUMMARY

The Patient Administrative Associate (PAA) performs administrative and other clerical tasks to include but not limited to the following: Prepares, compiles, records information, such as, name of patient, authorized family members with updated contact information, name of attending physician, and medication information. PAA's answer telephones and provide information or relays messages to patients and medical staff; directs visitors to patients rooms, distributes mail, newspapers, and flowers to patients; compiles census of patients. In addition they assist with designated employee Staffing and Scheduling responsibilities.

RESPONSIBILITIES

Patient Admission/Discharge: Updates worksheet treatment plans for PCA and Nursing daily and after admission/ discharge. Updates MHU / BHU assignment sheets and white boards with census daily and after admission/discharge. Maintains name bands on patients and checks daily. Maintains patient's names outside of rooms and checks daily. Updates all facesheets on new admissions. Calls hospitals / facilities to confirm admission data of patients. Prepares medical records for admissions. Ensures facesheets have correct physician name daily. Makes sure all orders and labs are signed by nursing staff/medical staff and placed in the medical record. Sends discharged charts to Medical Records in a timely manner ensuring record are complete.

Customer Service/Receptionist: Pleasantly greets and demonstrates courtesy, respect, and a caring, concerned attitude to patients, families, visitors, and staff at all times. Provides accurate, clear, and timely response to questions within the scope of position. Ensures patient confidentiality at all times. Answers telephone and relays calls to appropriate staff or patient. Maintains a list of frequently used numbers. Ends conversations on a positive note; maintains customer centric focus by avoiding defensive mannerism. Functions as a unit receptionist. Assists with visitor sign in. Helps to ensure they wear visitor name tags (Fills out release of information sheet: Copies photo ID per policy.) Gets patients personal property from visitors on both units and performs safety checks (BHU ONLY) prior to allowing patients having possession and registers belongings on property lis. BHU specific: place inventoried patient valuables in safe located in finance office, record receipt of valuables in patient record, ensure appropriate disposition of valuables to patient/ family upon request or discharge.

Clinical Records: Maintains clinical records according to the Facility policies and procedures. Updates Meditech with transfers, discharges, and admissions and appropriate departments involved. Assists physicians with medical records. Updates and emails patient floor plan daily. Pulls charts periodically per medical records standards. Files lab data daily after it has been seen by the physician or nurse unit manager daily. Pages physician as needed. Files clinical data in chart on a daily basis, i.e. PCA flow sheets, consults etc. Ensures correct physician on EMR as required.

Staffing and Scheduling: Prepares daily schedule sheets for both units. Makes adjustments in daily schedules to cover call-ins after consulting with Unit Leadership/Nursing Management. Accurately staff units on a shift by shift basis when able. Covers all call outs for all shifts, as needed. Prepares the master schedules for all shifts adding Per Diem staff, Part time PCA's and supplemental staff if needed. Review and respond to all nursing staff time off requests .Prepares major holiday schedule annually.

Clerical: Maintains forms-files for unit as needed and makes sure enough forms are in medical records. Maintains the Downtime File Box for assigned unit. Prints and copies worksheets for staff and as directed by Unit Leadership: Safety huddles, Assignment sheet, PCA Sheets, Temperature logs, Crash Cart Log, Equipment Check List, RN Worksheets. Sends copies of admission and discharge. WlO's to the Financial Department. Coordinates coverage with hospital secretaries. Copies paperwork as requested .

HCAHPS: Maintains HCAHPS Log. Maintains that Mailings are completed in a timely manner. Maintains accuracy of assigned HCAHPS components. Arrives at work station and is prepared to work at scheduled time. Exhibits effective use of sick time by remaining within established policy for unexcused absences and tardiness

Scheduling of Appointments: Schedules all in-house and outside appointments and arranges necessary transportation of patients as needed. MHU Specific: Schedules Reclast/Prolia/Blood Transfusion Appointments.

Mail: Picks up and delivers unit/ patient mail and Lab Slips at assigned times.

Laboratory Requests: Completes laboratory slips as ordered as well as radiology slips. Calls lab to schedule lab work.

Patient Services: Maintains adequate supplies necessary for patient care. Completes all purchasing for department. Restocks supplies in appropriate locations once supplies are on the unit. Calls in consults, contacts hospitalist immediately as needed.

Safety: Utilizes proper safety techniques and complies with all organizational safety procedures.

Special Projects: Completes special projects and performs other duties as requested by the Unit Manager/Program Manager/ Leadership Team.

Meets Annual Competency Criteria: As required by organizational standards.

Organization of Station: Keep nurses station and desk area, neat, tidy and organized. Files papers into charts and cabinets as needed.

Professionalism: Meets dress code standards, including the wearing of name badge; appearance is professional, neat, and clean. Completes annual educational requirements . Maintains regulatory requirements. Ensures patient confidentiality at all times. Reports to work on time and as scheduled. Uses computerized punch time system correctly. Attends all staff meetings and reads/ initials posted minutes.

PHYSICAL REQUIREMENTS

General Activity: Stand/Walk, Sit, Drive

Motion: Bend, Squat, Crawl, Climb, Reach, Lift, Carry, Push

Use of Hands/Feet: Right hand, left hand, right foot, left foot

Weight Lifted/Force Exerted: Up to 1/3 of time must be able to lift more than 100 pounds.

Body Fluid Exposure: Yes

WORKING CONDITIONS

• Well-lighted, well ventilated work areas
• Deals with clients, families, and staff under often stressful conditions.
• Sits, stands, walks, bends and stops throughout the workday.
• Subject to frequent interruptions. Possible exposure to infections.

PERSONNEL SPECIFICATIONS

• High School Graduate, required
• Specific clerical skills, i.e. typing, filing, etc.
• Previous knowledge desirable.
• Previous experience in health care setting preferred.
• Basic/intermediate level of computer skills required with comfortable performance regarding Microsoft office products like Excel and Word.

Job Type: Part-time

Pay: $18.25 - $21.25 per hour

Benefits:

• 401(k)
• Employee assistance program
• Employee discount

Schedule:

• Day shift
• Weekends only

Work Location: In person