Hospice Office Assistant

Summary of Position:             The Hospice Support Services Specialist is a multi-tiered position, with hospice administrative services being the primary responsibility. Position scope includes maintaining and auditing patient paperwork, reception, management of office correspondence, data entry and administrative support to branch staff in order to ensure that agency goals and objectives are met.   

Essential Duties and Responsibilities:

1. Responsible for ensuring all administrative functions of the Hospice program are completed timely and accurately including but not limited to the following.  Brings issues to the attention of the Support Services Manager and appropriate Clinical Manager immediately to avoid payment and regulatory issues. 

1. Updates and maintains integrity of the IDT agenda
2. Ensures CTI, Re-CTIs and all face to face documents are completed 
3. Faxes CTIs to the attending physician and follows process to ensure it comes back signed.
4. Faxes DNR paperwork to the attending physician and follows process to ensure it comes back signed.
5. Ensures signing MD is the MD noted on the patients Notice of Election and the hospice certification.   Receive appropriate paperwork to change signing MD.
6. Runs recurring charge report and addresses errors.
7. Notifies vendors including DME and SNF of patient discharges (including deaths)
8. Notifies SNFs of new patients or patients who have a change in level of care
9. Monitors accuracy of non-clinical data in EMR including address, MD, events, insurances. 

1. Responsible for requesting and auditing paperwork for all patients of assigned branch(es).

1. Ensures timely and accurate submission of admission and discharge paperwork by clinicians
2. Utilizes reports such as the Admission Statistics and Medicaid eligibility reports to ensure all needed documentation is requested and obtained. 
3. Brings issues or opportunities for improvement to manager and clinical managers
4. Upload complete, accurate documents to EMR 

1. Responsible for assisting with all support services functions of branch(es) including but not limited to 

1. Orders medical and office supplies as needed, 
2. Maintains current counts of PPE and assembles new kits as needed; 
3. Ensures  an adequate supply of admission packets are available for clinicians including any and all specialty packets 
4. Assists with clerical aspects of employee orientation process such a updating phone lists.
5. Ensures office equipment/phones are in proper working condition and calls for repairs when necessary
6. Orders Telemonitoring equipment and returns equipment as required
7. Works with HIM to ensure medical record requests are fulfilled
8. Archives patient charts according to policy
9. Maintains the emergency box and MSDS binders for the branch.
10. Maintains the spare clinical laptops for the branch.

Minimum Qualifications:

Education:                  High school Diploma or equivalent.  

Experience:                 Knowledge of medical record policies and procedure. Familiarity with computer operations. Training in business or evidence of satisfactory work experience.