Hospice Home Administrative Assistant, Full-time

Job Summary

This is a full-time position that will be responsible for general administrative duties that promote effective and efficient operating processes that ensure high customer satisfaction and compliance with all regulatory obligations. The schedule for this position is Monday-Friday 8:00am-5:00pm; weekends TBD; holidays as they fall on scheduled work days.

Responsibilities what you do

• Provides administrative support for personnel function at Hospice Home including:
• Communicates with main office regarding Hospice Home census, admissions, deaths, and bed availability.  
• Provide assistance in developing, organizing and maintaining the patient medical record while at Hospice Home and coordinates medical record maintenance and security with the central medical records department according to agency policies and procedures and in full compliance with all applicable rules and regulations.
• Ensure patient information packets and forms are available.
• Prepare initial chart, prepare communication forms including medical administration records, dietary and pharmacy.
• Ensure initial orders/supplemental orders are printed and signed.
• Prepare correspondence to physicians and families as needed.
• Coordinate re-certifications by providing appropriate clinical staff with due dates in advance and following up to ensure completion.
• Audits medical charts on a routine basis and as directed by Clinical Manager of Hospice Home.
• Obtains Medical Director Signatures on paperwork as needed and files.
• Oversees filing and chart breakdown.
• Operates at caregiver station as initial responder to phones and visitors, and participates in answering patient call lights and relaying needs to staff.
• Maintain mandatory documentation as directed by Clinical Manager of Hospice Home.
• Oversee general organization of paperwork at Hospice Home and adequate office supplies.
• Prepare team meeting agenda, team meeting notes and care plans for weekly team meetings.
• Give tours of facility to visitors.
• Provides general administrative assistance to the Director of Hospice Home, Clinical Manager of Hospice Home, and Team Leaders of Hospice Home.
• Maintains patient confidentiality at all times.
• Perform other duties as assigned by supervisor.

Expectations how you do it

• Model professionalism and empathy by consistently demonstrating compassion, respect, teamwork, and dedication in all interactions with coworkers, customers, and partners.
• Adhere to all TL policies, procedures, and organizational guidelines, ensuring compliance in daily work and decision‑making.
• Deliver care and services in accordance with ACHC Standards and Medicare Conditions of Participation when applicable to your role.
• Comply with all relevant state and federal laws, regulations, and professional standards within your defined scope of responsibility.
• Promptly communicate concerns, issues, or potential risks to your immediate supervisor or another member of the management team to support a safe and effective work environment

Requirements what you need

• High school graduate with two years records management experience (education may be substituted on a year by year basis).
• Excellent communication skill both oral and written.
• Excellent organizational skills and strong working knowledge of basic word processing programs and Excel.
• General knowledge of standard office equipment.
• Ability to maintain positive working relationships.
• Willingness and ability to carryout/uphold agency procedures and standards.
• Must be able to enter, travel, and function in the work place as appropriate to the need.
• Must have sensory abilities to complete communication and documentation requirements of the job.
• May be required to lift up to 30 pounds.
• Current CPR Certification
• May be required to sit at a computer monitor and use repetitive motor techniques for prolonged periods of time.