Clinical Assistant

OVERALL PURPOSE OF JOB:

This position is responsible for coordination of activities at Hospice at Somerset including assisting with tracking physician orders efficiently and in a timely manner and acting as a communication link between patients, families, physicians, and Hospice team members. Coordinates meal delivery service and preparation of pre-made meals. Responsible for correct charge entry of Hospice services, supporting the Hospice secretary with intake, data collection, and explanation of the Hospice Program.

ESSENTIAL FUNCTIONS OF JOB: (other duties may be assigned)

• Track physician orders and laboratory results and record in EHR system.

• Ensure laboratory tests, X-ray, PT, Respiratory Therapy, EKG and dietary are entered correctly order entry system.
• Ensure medication orders are faxed to pharmacy within 5-10 minutes of receipt.
• Notify Registered Nurse of new orders to ensure all are approved in a timely manner.
• Print testing results in timely fashion, also notify RN of results and faxed to physician.
• Track sending and receiving of hospice home care verbal orders.
• Documents in EMR and update Dept. Head of noncompliance with signing of orders.
• Re-fax and document every 7 days until signed verbal order is obtained.
• Compiles accurate daily census and accurately records level of care in EMR.
• Answer the department telephones and coordinate phone calls in the In-Patient Hospice Facility.

• Use proper telephone etiquette when answering the telephone by identifying self, position, etc. Receive phone calls within three rings, route calls.
• Record accurate messages complete with the date and time of the call, the name of the caller and information regarding the nature of the call and a telephone number where the caller can be reached.
• Route calls accordingly.
• Contact outside hospital social service, nursing stations, etc. to compile complete information related to hospice admissions and/or hospice referrals. Contact or follow ups with family/caregivers regarding hospice referrals. Contact Physician office by phone regarding patient info/records.
• Able to coordinate patient admission into the hospice program with hospitals, doctors or other agencies.
• Schedule appointments, procedures and transportation for Hospice at Somerset and home care patients.

• Schedule appointments with physician offices, X-ray, MRI, Operating Room/Ambulatory Surgery. Confirm dates and times with other departments.
• Schedule transport to and from the In-Patient Hospice Facility or to related outpatient procedures.
• Manage communication between Hospice In-Patient Unit, Hospice at Somerset, and Hospice Home Care.

• Prepare and mail physician orders and other Hospice related material within policy time frame. Prepare, update and route hospice home care patient list.
• Obtain hospital mail daily and deliver accordingly.
• Schedule Hospice related meetings, notify participants, and prepare reports and meeting within 5 days of meeting.
• Communicate Hospice information/referral process..

• Explain the program information concerning Hospice benefits to patients and families, agencies, and in-house personnel.
• Able to answer questions and concerns related to homecare programs.
• Access patient medical records for the purpose of referrals.
• Ensure that all compliance requirements are met regarding signatures and dates for Medicare, Medicaid, etc.
• Properly enter referral information into computer system.
• Prepare and send information packets as requested.
• Monitor and maintain supplies with approval from Charge Nurse or Hospice Director.

• Monitor meal supply and order based on predicted patient census.
• Evaluate patient care supplies and complete requisition for Central Supply.
• Send supply order to the storeroom on a weekly basis.
• Order accu-check and phlebotomy supplies from laboratory.
• Order and maintain home care supplies.
• Prepare and serve food items for patient breakfast, lunch and dinner.

• Check census to determine quantities for preparation.
• Make coffee. Gather supplies. Prepare food needed according to standardized recipes. Ensure ovens are on and set at the proper temperature.
• Check menu and serve requested food according to the patient’s diet and personal requests.
• Prioritize work tasks to ensure that food is completed in a timely manner.
• Maintain cleanliness of kitchen area daily.

• Clean dishes, coolers, stoves, ovens, and production area equipment. Wash pots, pans and utensils. Clean counter tops, sinks, steam table, and range surface. Clean transport carts.
• Complete cleaning log books.
• Ensure regulatory, safety, and sanitation standards for food preparation.

• Check and document all food temperatures.
• Evaluate all food products.
• Ensure proper storage, labeling, and dating of all food products.
• Use HACCP in all food preparatory stages.
• Wear all barriers according to standards (i.e. cover hair, clean aprons daily, and gloves or washed hands).
• Complete general housekeeping duties.

• Clean IV pumps and other equipment when necessary.
• Ensure supply needs will be met for an oncoming shift.
• Maintain tidy work environment, pods, family kitchen, family room, and patient rooms.
• Laundry duties, including accurate use of PCU washer and dryer.
• Communicate repair needs to the appropriate source.

• Notify outside vendors with non-medical facility repairs.
• Submit maintenance orders into MediTech system.
• Notify ISS of hospice facility medical repair needs or issues.
• Maintain copy/fax machines and reports problems timely.
• Education/Training/License/Certification:

High school diploma or general education degree (GED)

Minimum 2 years work experience as a Medical Assistant in an office or degree in medical office management or a related field.

• Work Experience:

One to three months related experience and/or training or equivalent combination of education and experience.