Float Team Assistant

Well Care Home Health, Inc.; Wilmington (DE); On-site; USD 40,000 - 52,000; Full time

Job summary

Well Care Health is seeking a Float Team Assistant to provide clerical and administrative support for clinical care teams. You will coordinate patient visits, triage calls, and maintain smooth paper flow and data entry within the EMR system.

The role emphasizes efficient scheduling, accurate documentation, and strong customer service to ensure timely communication with patients, physicians, and staff across the agency.

Qualifications

• High school diploma required; medical terminology training preferred.
• Two years experience in an office setting; medical office setting preferred.
• Proficient with Microsoft Word, Excel, and email; strong English communication.

Responsibilities

• Coordinate scheduling of clinical visits and ensure visits are properly assigned in the EMR.
• Field all calls for assigned team patients and route to the appropriate care team members.
• Maintain positive relationships with patients, families, staff, and community.
• Support the agency mission by upholding HIPAA policies and providing courteous customer service.

Skills

Medical terminology

Office administration

Customer service

Education

High school diploma

Medical terminology training

Tools

Microsoft Word

Microsoft Excel

Email

Job description

The Float Team Assistant is responsible for providing clerical and administrative support necessary to assure delivery of clinical care for the patient and staff of a given interdisciplinary group, coordination of the paper flow from the teams in the group, data entry of documentation and communication with patients, physicians, and staff. Serves as a critical link in receiving and triaging team phone calls. Performs other appropriate duties as assigned.

PRIMARY JOB DUTIES

• Coordinates the scheduling of clinical visits for care team in compliance with physician approved orders and assists clinicians with assuring all visits are properly assigned and scheduled on Electronic Medical Record (EMR) devices.
• Fields all calls related to the assigned team patients and routes to appropriate care team members.
• Maintains positive relationships and rapport with co-workers, associates, patients, and their family members and community personnel.
• Maintains and promotes customer satisfaction.
• Effectively demonstrates the mission and guiding principles of the agency on a daily basis.

QUALITY OF WORK

• 1.0 40% QUALITY OF WORK
  • 1.1 20% Organizes and coordinates the activities of the clinical team as evidenced by: Accepts referrals from intake and assigns case manager (RN or PT). Completes the scheduling for professional and paraprofessional staff on an on-going basis (at weekly meetings as needed). Assigns patients to the appropriate interdisciplinary team members. Tracks and reviews field staff daily schedules. Establishes and maintains on-call schedule at direction of Clinical Manager. Maintains time-off calendar for the team as approved by the Clinical Manager. Assists with preparation of weekend work.
  • 1.2 20% Works professionally and efficiently to maintain team communication as evidenced by: Responds to all telephone calls to the team and passes on appropriate information to team members Coordinates the weekly team case conferencing schedule with the Care Manager. Prints schedules prior to meeting. Schedules meetings as requested by the Clinical Manager and takes minutes as needed. Posts meeting minutes for future review in H: drive. Notifies staff of meetings via email and voice mail. In event of emergency or disaster, provides updated disaster codes, active census, monthly team schedules and staff listings to the on-call supervisors.
• 2.0 40% PRODUCTIVITY/USE OF TIME:
  • 2.1 30% Organizes and performs work effectively and efficiently as evidenced by: Ensures workflow processes are timely: logs and tracks referrals and submission of admission documentation within 24 hours. Ensures clinical staff schedules are balanced and clinical staff productivity is maintained at 95% or more. Reduces turnover of the team by providing follow up to phone calls and scheduling requests within 2 hours. Maintains zero complaints from the community on timeliness of answering phones for the team.
  • 2.2 10% Maintains and adjusts schedule to enhance team performance as evidenced by: Reporting to work on time and returning promptly from errands, breaks, and meals. Managing personal work schedule and time off to promote smooth agency operations. Assisting other team members to ensure completion of all work assignments. Cross training with team Medical Records Specialist. Demonstrating flexibility with changing workload/assignments. Does not exceed accrued PTO or qualified leave of absence(s).*
• 3.0 20% TEAM WORK, MISSION, VISION, VALUES:
  • 3.1 20% Demonstrates positive interpersonal relations in dealing with all members of the team (i.e. co-workers, supervisors, physicians, etc.) as evidenced by: Responding to all customers in a courteous, sensitive and respectful manner. Maintains confidentiality in all professional areas and considers the needs of clients and their families, other employees, physicians, visitors, and all members of the community in an informative, courteous and compassionate manner. Complies with the Well Care HIPAA Policies and Procedures. Managing stress and personal feelings without a negative impact on the team. Completing the review period without any formal disciplinary action.* Presenting a clean and neat appearance in personal attire and one’s work area.
  • * Not exceedable

JOB SPECIFICATIONS

• 1. Education: High school graduation. Medical terminology, computer training.
• 2. Licensure / Certifications: None
• 3. Experience: Two years work experience in an office setting, medical office setting preferred, computer knowledge, word processing.
• 4. Essential Technical/Motor Skills: Working knowledge of Microsoft Word, Excel, E-mail, command of English and grammar functions. Strength in medical terminology preferred.
• 5. Interpersonal Skills Excellent interpersonal skills required. Teamwork and communication skills essential. Demonstrates excellent customer service skills.
• 6. Essential Physical Requirements: Long periods of sitting for phones and data entry, walking, lifting and carrying files, reaching.
• 7. Essential Mental Abilities: Must be able to prioritize. Must possess good organizational skills. Ability to concentrate with large volumes of phone calls, good judgment, ability to follow procedures, ability to work independently and with interruptions.
• 8. Exposure to Hazards: Office environment, toner for office machines, high pitch of printers. Long periods of phone work, which may include headset.
• 9. Other - Hours of Work: 40-hour week, Monday - Friday. Overtime may be required during peak workloads or increase in volume.

For over 38 years, our unwavering commitment to our patients and employees has driven our success, and we take pride in our legacy we’ve built together. As a family-owned and operated organization, we have brought together over 650 skilled and compassionate professionals dedicated to providing exceptional home health and hospice care to patients and families across the Carolinas. Our mission is straightforward and inspiring: Keeping our Communities Healthy, Happy, and at Home! In response to the growing healthcare needs in our region, we are looking for experienced healthcare professionals to join our expanding team. This is a unique and exciting career opportunity - the chance to make a significant impact. We’re honored to be recognized as one of the nation’s top home health providers, proudly achieving 5-star patient care ratings in nearly every area we serve—putting us in the top 5% of agencies nationwide. We invite you to explore our current job openings and find roles that resonate with your passions, skills, and goals. Our user-friendly website makes it easy to track your application progress and discover new job postings that could be a great fit. Thank you for considering joining the Well Care Health family—we can’t wait to welcome you aboard.