STT - Administrative Assistant

Job Title/Position: Administrative Assistant Reports To: Executive Director (ED) Job Description Summary: Responsible for the Hospice and Home Health programs including intake, referral and ongoing aspects of each program. Receives referrals and verifies beneficiary eligibility and insures qualifying medical documentation requirements as applicable. Instructs customers including patients/families, physicians/referral sources on payor coverage criteria. Responsible for heavy telephone volume and personal contact with the public through answering and referring incoming phone calls. Instruct customers including patients, physicians, referral sources on program eligibility. Creates initially and maintains information in the clinical medical record. Essential Job Functions/Responsibilities: 1\. Key person responsible for smooth office operations. 2\. Responsible for referrals and inquiries regarding hospice and home health including private payservices. Initiates the telephone intake referral form. 3\. Data entry of patient information and demographics into the electronic medical record (EMR,currently MatrixCare or MC) 4\. Verifies Beneficiary eligibility. 5\. Creates new admission packets for new patients. 6\. Performs new referral/medical record review to assure compliance with Medicare 7\. Ability to perform look up functions in MatrixCare 8\. Receives referrals and completes entry into EMR and communication regarding referral to ED/Team. 9\. Mails invoices and logs receipt when received for any privately paying entity. 10\. Maintains status of all patients in EMR when admitted, expired or discharged. 11\. Provides assistance to ED in preserving the confidential nature of items of which he/she has knowledge including patient and/or employee/business information 12\. Maintains files, supplies, postage and general office condition in an orderly manner 13\. Sets up new hire folders and assist new hires with ADP onboarding processes. 14\. Maintains adequate and up to date forms for staff use 15\. Answers telephone inquiries and properly channels the call to appropriate staff competently and confidently 16\. Sends physician orders for signature and updates MC with status updates. 17\. Maintains orders to be labeled and scanned into EMR 18\. Maintains current medical record on each patient from referral to discharge 19\. Maintain positive and customer friendly demeaner at all times 20\. Works as a key team member and directly assists ED and team to insure smooth office operations. 21\. Transfer of phones to answering service at the end of each day and back to office at start of day. Receives and maintains on\-call reports from the answering service. 22\. Verifies timesheets weekly to ensure visits are closed in MatrixCare. 23\. Receives staff timesheets each Monday and forwards to ED for verification. 24\. Maintains and adjusts the Aide Schedule to ensure compliance. 25\. Maintains petty cash in excel format including receipts monthly and completes by 5 days after month end. 26\. Maintains and adjusts DME (durable medical equipment) route deliveries, pick\-ups. 27\. Receives invoices and forward to ED for approval and then forwards for payment. Completed at least weekly. 28\. Is key in CCI census building goals by maintaining all above standards and other job\-related tasks other than those stated above to fully support ED and Team to ensure the most excellent care in hospice available. Position Qualifications: 1\. Minimum of 2 years’ experience in Customer service, preferably health care or graduation from a 1–2\-year business college or equivalent preferred 2\. 18 years of age minimum Skills Required: 1\. Types 50 wpm 2\. Word processing skills 3\. Must be proficient in Microsoft Office including Excel and Word 4\. Business machine excellence including Fax, Scanning, Printers 5\. Medical terminology 6\. Cooperative TEAM spirit with a Can\-Do attitude at all times. The above lists are meant to be a representative summary of the major duties and responsibilities performed by the incumbents of this position. The incumbent of this position may be requested to perform job related tasks other than those stated in this description.