Team Assistant

BrightSpring Health Services; Palatka (AR); On-site; USD 32,000 - 42,000; Full time

Job summary

Haven Hospice is seeking a Team Assistant to support the designated clinical team with administrative duties, medical records organization, inventory of supplies, and data entry. The role provides reception support and administrative back-up to clinical leaders and team.

You will coordinate schedule coverage, assist with patient information, prepare materials for meetings, and help manage office operations, ensuring timely documentation and smooth daily workflows in a hospice setting.

Qualifications

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

Responsibilities

• Manage daily operations of the team to ensure efficiency and office routines are followed.
• Greet guests, answer phones, transfer calls and relay messages as needed.
• Maintain office and medical supplies inventory and coordinate forms.
• Process physician orders and related documentation in a timely manner.
• Support schedules for staff, including on-call and holiday coverage.
• Prepare information for IDT meetings and communicate patient status to staff.

Skills

Office experience

Communication

Data entry

Education

High School diploma or GED

Tools

Computer skills

Data entry software

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

• 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

About our Line of Business

At Haven Hospice, our primary ambition is to bring high-quality care to the warmest and most serene environment possible: home. We provide the full spectrum of hospice services, thoughtfully tailored to the individual needs of patients and families. Haven Hospice, an affiliate of Adoration Health, is grounded in a foundational commitment to providing quality patient care and championing our agency leadership and teams. We are proud to have many dedicated health care professionals on our team. We are confident you will find purpose, meaning and a chance to make a positive impact from day one. For more information, please visit www.havenhospice.com. Follow us on Facebook and LinkedIn.

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.