Hospice Intake and Office Assistant

Overview

The Hospice Intake and Office Assistant provides administrative support to HSL Hospice Care. Duties include general clerical, receptionist, receiving and processing referrals, organizing and maintaining electronic medical records ensuring that the records are being managed according to industry standards. This position also includes project-based work and requires projecting a professional company image through in-person and phone interaction.

 

Hebrew SeniorLife employees set the highest standard in our commitment to redefine the experience of aging. With compassion, resilience, and determination, we make a difference in the lives of patients, residents, their families, and the broad senior care community every day. And they in ours as well. These life-changing connections give our work meaning and fuel our desire to advance our potential. To be all that we can be. At Hebrew SeniorLife, that’s uniquely possible. Because here we’re supported to always keep growing. And as we do, so does our collective impact.

 

Our benefits include:

• Excellent medical and dental benefits, available on your first day for positions over 24 hours/week
• A 403b retirement plan open to all employees, including per diems
• Generous paid time off
• On-site health and wellness programming
• Tuition reimbursement and scholarships
• An employee recognition program

Responsibilities

• Answers incoming telephone calls professionally and triaging appropriately by: o Routing them as applicable to appropriate staffo Accurately taking messages by including caller, time, date, and specific message & communicating message to applicable staff member timelyo Reaching out to staff via tiger text, phone, email during day as necessary or requested o Following up as necessary to ensure that the patients’ needs are met• Responsible for accessing, maintaining and auditing all electronic medical records.• Sending all physician signature required documents to Primary and/or Attending Physicians to obtain signature.• Tracking and following up with MD offices on all outstanding orders including F2F, Plan of Care, CTI, Supplemental orders and ensuring they are returned within 30 days to guarantee regulations are met and final billing can be performed.• Orders and tracks hospice durable medical equipment to include ensuring timely pick-ups have been arranged.• Is responsible for keeping the Emergency Preparedness binder current (weekly). • Creates Hospice SOC packets for all Admissions• Receives and processes all hospice referral information in coordination with clinical management team.o Fully and accurately completes a referral form for each individual referral called in by hospitals, skilled nursing and rehab units, MD’s, family members, etc. Will complete intake tracking form in collaboration with the Clinical Manager to ensure all necessary items are received and attached to the EMR during the referral/admission process.o Coordinates/communicates with appropriate supervisors for availability.o Checks CWF or applicable primary insurance and notes results on intake form.o Accurately enters referral data into the electronic medical record and documents the patient ID on referral sheeto Ensures electronic medical record has at least one family member documented with complete contact information inclusive of the contact’s email and physical address o Gets the physician information (NPI, UPIN, PECOS Status) for the MD who will be following the patient and if physician is not in EMR this role will be responsible for adding MD during referral process.o Distributes intake information to applicable supervisor(s)o Maintains and tracks inquiries, not taken under care cases and pending hospice referrals • Manages Tiger Text – clinicians submit all consents and regulatory paperwork via Tiger Connect. This role is responsible for saving and attaching to the EMR while following up with appropriate clinician if any documents are outstanding• Participates in personal and professional growth and development including staff meetings and in-service education

• Provides clerical support to the Bereavement teamo Ensures that all mailings are distributed in accordance with our bereavement policyo Assists with the planning and communication for our memorial service offerings. o Provides office support functions to all management team and clinicians as requested: • Attends meetings as requested and accurately takes meeting minutes. • Preps for meetings as directed (ie. materials, room bookings)• Assists management team in agency social functions as requested• Prints and posts all employee related notices as received via e-mail• Maintains an up-to-date hospice agency telephone directory• Maintains staff communication board• Acts as Medical Record Clerk when applicable• As directed, collaborates to create an agency environment in compliance with feder