Team Assistant

Haven Hospice; Gainesville (FL); On-site; USD 36,000 - 48,000; Full time

Job summary

Haven Hospice in Gainesville, FL is seeking a Team Assistant to ensure smooth operations of the team functions, assist in medical records organization, and provide inventory of medical and office supplies.

You will handle reception, data entry, administrative support for clinical leaders, coordinate with the administrative office, and support volunteers as needed.

Qualifications

• Requires a high school diploma or GED; associate degree preferred.
• 3–5 years of office experience required; hospice or health-care setting preferred.
• Computer skills and data entry experience required.

Responsibilities

• Ensure daily operations of the team office for efficiency, delegating tasks as needed.
• Assist guests/visitors, answer phones, transfer calls, and relay messages appropriately.
• Maintain inventory of forms and office/medical supplies; coordinate ordering procedures.
• Process and input patient status changes; update census and patient information forms.
• Prepare information for IDT meetings and notify staff of patient status changes.
• Compile staff schedules and support coordination of clinical staff for patient care.

Skills

Office administration

Data entry

Communication skills

Organizational skills

Education

High School diploma or GED

Associate degree

Job description

Overview

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

Haven Hospice

Responsibilities

• Responsible and accountable for daily operations of the team to assure efficiency, delegating tasks as needed, including opening and closing the office as required, monitoring/tracking bio‑hazardous pick‑up, maintaining flow of information and paperwork from the team office to the 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 the phone, transferring calls, and relaying messages appropriately.
• Assists in office and medical supplies inventory and in coordinating and maintaining an adequate inventory of forms.
• Follows proper ordering procedures.
• Performs data entry of patient status changes into the 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

• High School diploma or GED equivalent; Associate degree preferred.
• 3–5 years of 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 the 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.

Physical Requirements

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 1–10 lbs.

Location

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.