Team Assistant

BrightSpring Health Services; Gainesville (FL); On-site; USD 19,286 - 27,552; Full time

Job summary

Haven Hospice seeks a reliable Team Assistant to support a designated clinical team. You will manage daily operations, assist with reception, data entry, and administrative tasks, and help coordinate volunteers and resources to ensure smooth care delivery.

The role requires a high school diploma or GED, 3–5 years of office experience, and familiarity with medical records and inventory management. Florida driver’s license is necessary to support field-related duties.

Qualifications

• High School diploma or GED equivalent; Associate degree preferred.
• 3-5 years office experience required, experience in hospice or health care environment preferred.
• Computer skills and data entry experience.

Responsibilities

• Oversees daily operations of the team to ensure efficiency and assigns tasks as needed.
• Assists guests and visitors and directs them to appropriate team members.
• Maintains medical and office supplies inventory and coordinates forms.
• Performs data entry of patient status changes into the system.
• Prepares information for IDT meetings and notifies staff of patient status.
• Compiles staff schedules and coordinates clinical staff for patient care weekends and holidays.

Skills

Communication skills

Organizational skills

Interpersonal skills

Critical thinking

Planning and prioritization

Education

High School diploma or GED

Associate degree preferred

Tools

Data entry

Computer skills

Job description

Our Company

Haven Hospice

Overview

The Team Assistant is primarily responsible for ensuring the smooth operation of designated team functions. This position assists in maintenance of medical records organization and provides inventory of medical and office supplies. They provide administrative assistance to clinical leaders and team. The Team Assistant handles reception, data entry, administrative support, and support of volunteers.

Responsibilities

• Responsible and accountable for daily operations of team to assure efficiency, delegating tasks as needed, including opening and closing the office as required, monitoring/tracking of bio-hazardous pick up, maintaining flow of information and paperwork from team office to administrative office, on-call team members and departments, and forwarding donations to Development as required
• Assists guests and visitors and directs them to appropriate team members. Assists as needed in answering phone, transfers calls, and relays messages appropriately
• Assists in office and medical supplies inventory and in coordinating and maintaining adequate inventory of forms
• Follows proper ordering procedures
• Performs data entry of patient status changes into computer system in an accurate and timely manner
• Updates and distributes census and patient information forms as needed
• Prepares information for IDT meetings as directed. Notifies appropriate staff, agencies, and departments as required concerning patient status
• Compiles staff daily/weekly/on call schedules
• Assists with coordination and monitoring of clinical staff for patient care/weekend and holiday schedule as assigned
• Coordinates contracted services for continuous care team members for patient care and maintains appropriate records as required
• Maintains office on-call books and office logs as assigned. Coordinates after-hours patient information for on-call team members as required
• Prints and processes all required documentation regarding physician orders or certification timely. Records, mails, and files physician telephone orders, as required
• Prints and processes timely, all required Haven Hospice documentation regarding physician certification and orders as needed
• Coordinates items for courier pickup and delivery
• Records referral information as needed and transmits information to appropriate admissions/on-call clinical team members
• Provides administrative support for team managers, senior clinicians and other team members as assigned

Qualifications

EDUCATION/EXPERIENCE • High School diploma or GED equivalent; Associate degree preferred.• 3-5 years office experience required, experience in hospice or a health care environment preferred.• Computer skills and data entry experience.

LICENSE/CERTIFICATION/OTHER SPECIAL REQUIREMENTS • Valid Florida driver’s license and Insurance.

KNOWLEDGE/SKILLS/ABILITIES • Excellent written and verbal communication, organizational, and interpersonal skills required.• Exhibits critical thinking abilities and applies them for continuous improvement of services. • Demonstrates ability to think creatively, including identifying and making recommendations to Clinical Manager.• Consistently demonstrates initiative and skills in planning and organizing work. • Demonstrates ability to prioritize workload and ensures that all projects are completed by deadlines.• Uses own knowledge and experience base and other resources as necessary to make logical decisions and solve problems.

To perform this position will require frequently sitting, standing, walking and typing on a keyboard with fingers, it will also require occasionally bending, reaching, climbing (stairs/ladders), kneeling, crouching, and stooping. The physical requirements will be the ability to push/pull and lift/carry 1-10lbs

Location : Special Notice

This position is subject to a level 2 background screening. For more information on the Florida state background screening process and standards, please access and review the Care Provider Background Screening Clearinghouse.