Team Assistant - Secretary

Chapters Health System; Falls Church (VA); On-site; USD 26,000 - 38,000; Full time

Job summary

Chapters Health System, Inc. in Falls Church, VA is seeking a Team Secretary to handle calls, messages, and mail while supporting the Clinical Manager and Clinical Team. The role ensures smooth clerical operations in a patient-focused environment.

The candidate should have a high school diploma, strong typing, organizational and communication skills, and familiarity with Word/Excel. Medical terminology knowledge and crisis-handling ability are a plus.

Qualifications

• High School Diploma required; Associate’s Degree preferred.
• Previous administrative experience preferred.
• Excellent typing, organizational, time management and communication (written and verbal) skills.
• Computer literate with familiarity of Word processing and spreadsheet applications.
• Customer relations’ experience preferred.
• Medical terminology preferred.
• Able to remain calm and troubleshoot/handle patient/family crisis situations.
• Ability to shift priorities.
• Able to manage the emotional stress of working with terminally ill patients and their families.
• Ability to perform the essential functions and physical requirements (including, but not limited to: lifting items, bending, pushing/pulling, kneeling) of the job with or without reasonable accommodation.

Responsibilities

• Provides administrative support for Clinical Manager and Clinical Team.
• Orders office supplies and processes mail.
• Responds as a professional first-line resource for answering clients' concerns.
• Assists with computer, phone, voicemail and service issues.
• Updates daily census and prepares weekly IDG paperwork.
• Triages physician order calls to appropriate person.
• Completes and follows through on requests for Per Diem staff. Follows through with scheduling process per established policy.
• Maintains stock forms. Responsible for exchanging revised forms and replacing with new forms.
• Sends out and assists manager with reports.
• Responsible for physician and team notification of patient expiration, change in location (transfer to hospital, SNF, ALF, home) and revocation.
• Performs other duties as assigned.

Skills

Typing

Organizational

Time management

Communication

Customer relations

Medical terminology

Education

High School Diploma

Associate’s Degree preferred

Tools

Word processing

Spreadsheets

Job description

It’s inspiring to work with a company where people truly BELIEVE in what they’re doing!When you become part of the Chapters Health Team, you’ll realize it’s more than a job. It’s a mission. We’re committed to providing outstanding patient care and a high level of customer service in our communities every day. Our employees make all the difference in our success!Role:The Team Secretary is responsible for taking and directing phone calls and messages, and processing mail. She/he provides administrative support to the Clinical Manager and overall clerical support for the Clinical Team.Qualifications:• High School Diploma required; Associate’s Degree preferred• Previous administrative experience preferred• Excellent typing, organizational, time management and communication (written and verbal) skills• Computer literate with familiarity of Word processing and spreadsheet applications• Customer relations’ experience preferred• Medical terminology preferred• Able to remain calm and troubleshoot/handle patient/family crisis situations• Ability to shift priorities• Able to manage the emotional stress of working with terminally ill patients and their families• Ability to perform the essential functions and physical requirements (including, but not limited to: lifting items, bending, pushing/pulling, kneeling) of the job with or without reasonable accommodationCompetencies:• Satisfactorily complete competency requirements for this position.Responsibilities of all employees:• Represent the Company professionally at all times through care delivered and/or services provided to all clients.• Comply with all State, federal and local government regulations, maintaining a strong position against fraud and abuse.• Comply with Company policies, procedures and standard practices.• Observe the Company's health, safety and security practices.• Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company.• Use resources in a fiscally responsible manner.• Promote the Company through participation in community and professional organizations.• Participate proactively in improving performance at the organizational, departmental and individual levels.• Improve own professional knowledge and skill level.• Advance electronic media skills.• Support Company research and educational activities.• Share expertise with co-workers both formally and informally.• Participate in Quality Assessment and Performance Improvement activities as appropriate for the position.Job Responsibilities:• Provides administrative support for Clinical Manager and Clinical Team.• Orders office supplies and processes mail.• Responds as a professional first-line resource for answering clients' concerns.• Assists with computer, phone, voicemail and service issues.• Updates daily census and prepares weekly IDG paperwork.• Triages physician order calls to appropriate person.• Completes and follows through on requests for Per Diem staff. Follows through with scheduling process per established policy.• Maintains stock forms. Responsible for exchanging revised forms and replacing with new forms.• Sends out and assists manager with reports.• Responsible for physician and team notification of patient expiration, change in location (transfer to hospital, SNF, ALF, home) and revocation.• Performs other duties as assigned.Compensation Pay Range:$18.65 - $27.77This position requires consent to drug and/or alcohol testing after a conditional offer of employment is made, as well as on-going compliance with the Drug-Free Workplace Policy.All Chapters Health System employees performing services for Florida affiliates are submitted through the Florida Care Provider Background Screening Clearinghouse to verify eligibility after a conditional offer of employment is made as well as ongoing eligibility. For more information, please visit https://info.flclearinghouse.com/.