REPORTS TO:  Director of Rose Arbor Place & Clinical Resources

QUALIFICATIONS

1. High school graduate or equivalent, with one (1) to two (2) years’ experience in an office support/clerical/administrative role with one-year previous healthcare and/or non-profit experience preferred.
2. Good working knowledge of Microsoft Office applications.
3. Multi-line phone and general office equipment experience.
4. Presents a negative TB skin test and/or chest x-ray and other tests as required by Centrica Care Navigators.
5. Maintains a valid Michigan driver’s license and has the availability of a reliable, licensed and insured vehicle for use on the job, vehicle must be insured in accordance with the State of Michigan.
6. Remains up-to-date on all routine immunizations required by LARA and agency policy.

SUMMARY OF JOB RESPONSIBILITIES

Provides general administrative support for Rose Arbor Place and clinical resource team which includes clerical, research, and project-based work. Supports the medical records needs of the residential staff and Hospice Physician/Nurse Practitioner. Projects a professional agency image through in-person and phone interactions.

RESPONSIBILITIES AND DUTIES

Primary Duties

1. Creates, updates, and maintains Rose Arbor Place daily, weekend, and holiday schedules.
2. Creates, updates, and maintains Homecare daily, weekend, and holiday schedules in collaboration with the scheduling department. Maintains Clinical Staffing Model for homecare teams.
3. Updates, maintains, and disperses Rose Arbor Place documents with guidance from Rose Arbor Place leadership.
4. Ordering, maintaining, and stocking clinical supplies for Rose Arbor Place.
5. Creates and distributes the daily Team Coverage Agenda and On-Call Schedules.
6. Provides support to Rose Arbor Place leadership on special projects, reports, and contracts.
7.  Attends meetings, records accurate minutes, and participates as a member of the clinical team as needed.
8. Assists agency leadership with various projects and/or project-based work, including compilation of statistical data and support for targeted improvement efforts in the clinical area to support Rose Arbor Place quality and strategic initiatives.
9. Provide routine maintenance of Rose Arbor Place Fax inbox for incoming faxes and delivers to appropriate personnel.
10. Provide support in sending patient files to medical records to ensure complete compliance with regulations.
11. Promptly answer and forward incoming telephone calls. Takes messages and contacts staff members when necessary.
12. Maintains and produces standard and specialized reports as assigned or requested.
13. Responsible for conducting fit tests on employees and documenting results.

Duties

1. Actively participates in organization-wide performance improvement activities.
2. Adheres to Centrica Care Navigators’ standards of personal and professional conduct.  
3. Demonstrates an understanding of and commitment to the Hospice philosophy of care, agency mission, and vision.
4. Ensures that all necessary information is shared with appropriate personnel.
5. Adheres to Centrica Care Navigators’ Workplace Safety Program.
6. Understands and complies with Hospice Medicare and Medicaid conditions of participation.
7. Complies with applicable local, federal and state regulations, Quality Partners standards, compliance guidelines, privacy protections and protected health information.

The above statements are only meant to be a representative summary of the major duties and responsibilities performed by incumbents of this job.  The incumbents may be requested to perform job-related tasks other than those stated in this description.

TYPES OF EQUIPMENT USED

Microcomputer, calculator, facsimile and other general office equipment.

SPECIALIZED SKILLS

1. Ability to consistently provide excellent customer service.
2. Able to operate standard office equipment including, but not limited to computers, typewriters, copiers, calculators, and facsimile machines.
3. Good working knowledge of computers, word processing, and spread sheet applications. Proficient on keyboard with a high degree of accuracy.
4. Knowledge of clerical and administrative procedures and systems such as filing and record keeping.
5. Excellent oral and written communication skills.
6. Excellent organizational skills.
7. Good internal and external organizational sensitivity.
8. Sensitivity and awareness of confidentiality.
9. Ability to perform work with interruptions while still paying attention to detail.
10. Ability to multi-task; transition easily from one duty and area to another.

WORKING CONDITIONS

1. General office, multi-sites, and floors.
2. Frequent telephone activity.
3. In and out of automobile.
4. Frequent computer and data entry.

PHYSICAL REQUIREMENTS

A typical workday includes intermittent sitting, standing, walking, bending, reaching, twisting, occasionally lifting or carrying 1 - 24 pounds (1 to 33% of the time), and repetitive hand motions associated with computer keyboard typing and writing.

CONTINUING EDUCATION REQUIREMENTS

Hospice personnel are expected to participate in appropriate continuing education as may be requested and/or required by their immediate supervisor.  In addition, Hospice personnel are expected to accept personal responsibility for other educational activities to enhance job-related skills and abilities.  All personnel must attend mandatory educational programs.