Team Assistant

BrightSpring Health Services; Palatka (FL); On-site; USD 21,000 - 30,000; Full time

Job summary

Haven Hospice is seeking a Team Assistant to ensure smooth daily operations of the team office. The role includes handling reception, data entry, inventory of medical and office supplies, and administrative support for clinical leaders and team members.

The ideal candidate has a High School diploma or GED, 3–5 years of office experience, and familiarity with data entry. A Florida driver's license and insurance are required, with preference for an Associate degree and healthcare experience.

Qualifications

• High School diploma or GED required; Associate degree preferred.
• 3-5 years of office experience required; hospice or health care setting preferred.
• Proficient computer skills and data entry experience.

Responsibilities

• Manage daily operations of the team office to ensure efficiency and coordination.
• Greet guests, answer phones, transfer calls, and relay messages as needed.
• Maintain office and medical supplies inventories; ensure forms are stocked and properly filed.
• Process physician orders/doctor documentation timely and accurately.
• Prepare information for IDT meetings and notify relevant staff about patient status.
• Compile staff schedules and coordinate on-call or holiday coverage.
• Coordinate contracted services for the care team and maintain related records.
• Document patient status changes in the computer system and distribute census data.

Skills

Communication

Organizational skills

Interpersonal skills

Data entry

Typing

Education

High School diploma or GED

Associate degree preferred

Tools

Microsoft Office Suite

Data entry systems

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**

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.