Team Assistant

Montgomery Hospice, Inc.; Rockville (MD); Hybrid; USD 40,000 - 55,000; Full time

Job summary

Montgomery & Prince George’s Hospice in Rockville, MD is seeking a Team Assistant to provide administrative support for the Clinical Manager and team members, handle clerical tasks, and manage DME and patient information.

The role involves coordinating with physicians, pharmacies, and external agencies; preparing letters, reports, and weekly meeting materials; and ensuring accurate data entry and quality patient care.

Qualifications

• Two years of administrative experience, preferably in healthcare.
• Strong verbal and written communication skills.
• Proficiency in Word, Excel and Outlook with accurate data entry.

Responsibilities

• Provides administrative support for Clinical Managers (CM) and team members.
• Clerical support for clinical interdisciplinary teams, including word processing, filing, faxing, copying.
• Prepares and sends discharge, transfer and death letters to physicians & referral source.
• Obtains medical reports as requested by Clinical Manager.
• Prints med lists for new admissions and faxes to pharmacies and current PBM.
• Monitors email report every morning and informs clinical managers of status changes.
• Prepares status changes and sends to staff and external agencies.
• Prepares and sends letters of notification of discharge to family and physician as directed by Clinical Manager.
• Organizes and prepares documents for team members as needed; faxes or emails documents.
• Supports phone system, answers phone at desk, relays calls with good judgment and policy knowledge.

Skills

Verbal and written communication

Data entry accuracy

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

The Team Assistant provides administrative support for Clinical Manager and team members, orders DME, maintains medical inventory, and updates patient information.

Duties and Responsibilities:

• Provides administrative support for Clinical Managers (CM) and team members.
• Provides clerical support for clinical interdisciplinary teams, including word processing, filing, faxing, copying, collating as needed.
• Prepares and sends discharge, transfer and death letters to physicians & referral source.
• Obtains medical reports as requested by Clinical Manager.
• Prints med lists for new admissions and faxes to pharmacies and current pharmacy benefit manager.
• Monitors email report every morning. Informs clinical managers of status changes.
• Prepares status changes and sends to staff and external agencies.
• Prepares and sends letters of notification of discharge to family and physician as directed by Clinical Manager.
• Organizes and prepares documents for team members a needed. Faxes or e-mails documents as requested.
• Assists in the coordination of transfers.
• Arranges transportation.
• Notifies Casey House, Admissions, RN/Case Manager and family of transfer time.
• Prepares paperwork and sends to other agencies when transferring to another agency.
• Prints face sheets and med lists for new admissions post physician approval and faxes to pharmacy.
• Coordinates respite documentation and transport.
• Prepares for weekly Team Meeting for assigned teams.
• Prints out IDT individual schedules for Clinical Managers before Team Meeting.
• Assists with management of incoming calls as part of Patient Centered Care.
• Supports phone system and answers phone at desk as needed and relays calls appropriately, demonstrating good judgment and knowledge of policies and procedures in handling phone calls.
• Sends text messages as appropriate to Patient Care Team.
• Demonstrates awareness of agency policies in handling calls. Is always courteous and professional.
• Is assigned as a backup support for the receptionist for breaks, and as needed.
• Orders DME for patients and updates patient information.
• Notifies equipment company on all new admissions and orders equipment.
• Accurately enters DME information on DME screen in EMR and current DME provider portal. Will coordinate DME with patient’s family and team and document in EMR.
• Informs Clinical Managers of any complaints or malfunctioning equipment.
• Cancels equipment on patients who have died or been discharged and orders pick-up. Coordinates transfer of DME for new admissions and notified family and team.
• Orders and maintains medical supply inventory for assigned teams.
• Enters patient data into Medical Supply company portal upon admission.
• Orders supplies via online, from supplier as special request.
• Receives staff requests for specialized medical supplies and equipment. Distributes orders to nurses.
• Reconciles packing slip with delivery of disposable supplies.
• Coordinates unpacking and distribution of supplies.
• Maintains safe storage of supplies including monitoring of stock, tracking expiration dates, and distribution of supplies to clinicians in an orderly manner.
• Reporting expiration logs to QAPI officer.

Minimum Qualifications:

• High school diploma or equivalent with some business courses required.
• Two years previous administrative experience. Previous healthcare administrative experience preferred.
• Strong verbal and written communication skills.
• Proficiency in Word, Excel, Outlook programs, accuracy in data entry.

EEO Statement: Montgomery & Prince George’s Hospice is an equal opportunity employer and always employs qualified individuals based on job-related qualifications without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, and protected veteran or disability status.