Intake Coordinator

Douglas County Visiting Nurses•Lawrence, KS

About The Position

GENERAL DESCRIPTION: The Hospice Administrative Assistant provides support to the hospice program. This is done by assisting the Hospice Team manager with patient care coordination and the other members of the Interdisciplinary Group (IDG) with their various responsibilities. The Hospice Administrative Assistant is responsible for maintenance of Hospice patient records in accordance with the agency's policies. DUTIES AND RESPONSIBILITIES Assist Hospice Team Manager with patient care coordination. Provide back-up for other staff as needed. Support other members of the IDG. Provide clerical support to hospice team members, including creating reports, etc. Weekly IDG meeting preparation. Provides hospice intake, insurance verifications and tracking. Process and coordinate new patient information to pharmacies, DME providers, insurance providers, etc. Communicate with the nursing facilities and ensure compliance with documentation requirements. Assist Hospice Team Manager with annual review of contracts with hospital and nursing homes. Maintain patient records for Hospice program. Maintain/update hospice forms and other official documents with current agency logo in coordination with Business Development and Hospice Manager. Maintain on call patient list and prepare and distribute prior to Friday on-call report. Print, send/fax and track orders to physicians for hospice patients. Maintain accurate record of Hospice Plans of Cares and Recertification dates. Track recertification process, including Face To Face encounters. Document F2F outcome in EMR. Communicate patient updates to staff as needed. Assist with ordering and discontinuing durable medical equipment (DME) for Hospice patients. Track and maintain communication with billing regarding patient levels of care, benefit period dates, and other billing information. Obtain pre-authorizations for insurance coverage. Procure medical record/patient information supplies for Hospice program. Notify local hospital of any in-patient hospice admissions or dismissals. Provide backup for home health intake, insurance verifications and tracking. Other Duties Maintain skills through attendance at Annual Skills Fair or other continuing education opportunities. Participate in special projects and perform other duties as requested. Keep a daily record of time worked per agency policies. Compliance Participate in quality improvement (QI) activities to positively impact performance on agency's overall outcomes. Confidentiality Assure all staff/patient information is kept confidential. Dispose of all written information, with the exception of the employee's personnel file and the patient's chart properly when no longer needed. Information about the patient/client, their condition, and their care will not be discussed with other patient/clients, the public or with other VNA staff in public places. Discussions should be respectful and related to direct patient care. Staff Participation Attend and take part in staff/team meetings and applicable in-services. Complete required in-service hours in a timely manner. Follow team decisions in achieving agency objectives. Foster atmosphere of teamwork and pride in providing agency services. Work Environment Keep work environment clean and orderly and in a sanitary condition. Keep storage areas free from accumulation of material that constitutes hazards. Present a professional personal appearance in accordance with established agency dress code; wear name badge. Infection Control Observe and follow all agency and regulatory guidelines for infection control in accordance with established policies and procedures.

Requirements

Graduation from high school or completion of GED required.
Minimum of three years of experience in administrative duties
Basic level knowledge of EMR (electronical medical records) and email functions.
Knowledge of medical terminology.
Strong communication and interpersonal skills that allow staff to foster relationships, build rapport and establish patient trust to produce positive patient outcomes and work environment for both internal and external customers.
Initiative to make independent decisions within scope of practice, licensure and/or policies and procedures of the agency.
Function as a member of an interdisciplinary health care team, committed to the team approach for patient care.
Represent the agency with honesty, integrity, loyalty, strong work habits and a professional demeanor.
Communicate effectively with patient/clients, families, physicians, health care providers and other community agencies.
Respond appropriately in stressful situations.

Responsibilities

Assist Hospice Team Manager with patient care coordination.
Provide back-up for other staff as needed.
Support other members of the IDG.
Provide clerical support to hospice team members, including creating reports, etc.
Weekly IDG meeting preparation.
Provides hospice intake, insurance verifications and tracking.
Process and coordinate new patient information to pharmacies, DME providers, insurance providers, etc.
Communicate with the nursing facilities and ensure compliance with documentation requirements.
Assist Hospice Team Manager with annual review of contracts with hospital and nursing homes.
Maintain patient records for Hospice program.
Maintain/update hospice forms and other official documents with current agency logo in coordination with Business Development and Hospice Manager.
Maintain on call patient list and prepare and distribute prior to Friday on-call report.
Print, send/fax and track orders to physicians for hospice patients.
Maintain accurate record of Hospice Plans of Cares and Recertification dates.
Track recertification process, including Face To Face encounters. Document F2F outcome in EMR.
Communicate patient updates to staff as needed.
Assist with ordering and discontinuing durable medical equipment (DME) for Hospice patients.
Track and maintain communication with billing regarding patient levels of care, benefit period dates, and other billing information.
Obtain pre-authorizations for insurance coverage.
Procure medical record/patient information supplies for Hospice program.
Notify local hospital of any in-patient hospice admissions or dismissals.
Provide backup for home health intake, insurance verifications and tracking.
Maintain skills through attendance at Annual Skills Fair or other continuing education opportunities.
Participate in quality improvement (QI) activities to positively impact performance on agency's overall outcomes.
Assure all staff/patient information is kept confidential.
Dispose of all written information, with the exception of the employee's personnel file and the patient's chart properly when no longer needed.
Information about the patient/client, their condition, and their care will not be discussed with other patient/clients, the public or with other VNA staff in public places. Discussions should be respectful and related to direct patient care.
Attend and take part in staff/team meetings and applicable in-services. Complete required in-service hours in a timely manner.
Follow team decisions in achieving agency objectives.
Foster atmosphere of teamwork and pride in providing agency services.
Keep work environment clean and orderly and in a sanitary condition.
Keep storage areas free from accumulation of material that constitutes hazards.
Present a professional personal appearance in accordance with established agency dress code; wear name badge.
Observe and follow all agency and regulatory guidelines for infection control in accordance with established policies and procedures.