Responsible for all patient schedules. In conjunction with the Clinical Managers, coordinates, monitors, verifies, and accounts for all required patient admissions/visits. Checks all work for accuracy and completeness. Ensures a timely and effective flow of scheduling.
Duties and Responsibilities:
1. Creates and maintains staff/patient schedules. Admission statistic report daily to assign visits to case manager for Hospice, Home Care and Rehab teams.
2. Last two revisits – assign to case manager.
3. Assures accuracy and completeness within designated Agency policy/process. Hospice admissions, 24/48 hour visit assigned to clinician upon admission to Hospice services. Hospice General Inpatient must be assigned to RN only. For every Hospice LPN visit, an RN must be scheduled every 10-14 days to meet Hospice regulations. Hospice patients actively dying do not assign LPN.
4. Verifies with clinical managers and field staff the patient schedules.
5. Receives and triages all communication related to scheduling of services.
6. Communicates staff/patient scheduling issues to Clinician and/or Manager.
7. Notifies staff/manager of any scheduling conflict, should it occur, on a timely basis.
8. Hospice specific upon death of patient to end date services, enter date and time of death in Customer Maintenance. Upon death, transfer or discharge from services - request the medical supply company remove medical supply equipment from home at family’s requested date and time.
9. Palliative admissions/Palliative Evaluations- Assigned timely upon notification of case communication or verbal directive.
10. Communicates to the staff his/her scheduling assignments on a daily basis by 3:30 pm or as necessary.
11. Weekends and holidays only: Run EC (Emergent Care) report, fax medication profile, patient demographics to medical facility (hospital).
12. Proofreads and edits all materials/schedules thoroughly and makes all necessary corrections. Ensures that all materials are accurate and error-free.
13. Prepares weekly capacity planning.
14. Admissions – Schedules at direction of clinical manager.
15. All follow-up notes and DC notes completed by 11:30 am or before schedules are assigned.
16. Ensures completion of all recertification visits within a 5-day window.
17. Emails Caseloads to Clinicians Weekly.
18. Completes assignments for all HHAs daily.
19. Inputs staff and working calendars. Annually and new staff.
20. Retrieves and processes faxes as needed for department.
21. Processes medical supply orders as needed. Weekends/Holidays only for Hospice department at the direction of clinical manager.
22. Special Projects not listed above.
Requirements:
1. High school diploma or equivalent required. Associate’s degree in Secretarial Science or graduate of secretarial school program preferred.
2. Two (2) years secretarial experience, preferably in a medical setting. Demonstrated competency in office/clerical procedures, including typing, professional telephone, filing, photocopying, and fax operation skills. Previous experience with various software packages, PCs, and database knowledge required.
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