Administrative Assistant

The Team Assistant is responsible for providing clerical and administrative support necessary to assure delivery of clinical care for the patient and staff of a given interdisciplinary group, coordination of the paper flow from the teams in the group, data entry of documentation and communication with patients, physicians, and staff.  Serves as critical link in receiving and triaging team phone calls.  Performs other appropriate duties as assigned.

PRIMARY JOB DUTIES

1. Organizes and coordinates activities of the clinical team.

2. Works professionally and efficiently to maintain team communication.

3. Organizes and performs work effectively and efficiently.

4. Maintains and promotes customer satisfaction.

5. Effectively demonstrates the mission, vision and values of the Agency on a daily basis.

1.0 40% QUALITY OF WORK:

1.1 20% Organizes and coordinates the activities of the clinical team as evidenced by:

• Accepts referrals from intake and assigns case manager (RN or PT).
• Completes the scheduling for professional and paraprofessional staff on an on-going basis (at weekly meetings as needed).
• Assigns patients to the appropriate interdisciplinary team members.
• Tracks and reviews field staff daily schedules.
• Establishes and maintains on-call schedule at direction of Clinical Manager.
• Maintains time-off calendar for the team as approved by the Clinical Manager.
• Assists with preparation of weekend work.

1.2 20% Works professionally and efficiently to maintain team communication as evidenced by:

• Responds to all telephone calls to the team and passes on appropriate information to team members.
• Coordinates the weekly team case conferencing schedule with the Care Manager. Prints schedules prior to meeting.
• Schedules meetings as requested by the Clinical Manager and takes minutes as needed. Posts meeting minutes for future review in H: drive.
• Notifies staff of meetings via email and voice mail.
• In event of emergency or disaster, provides updated disaster codes, active census, and monthly team schedules and staff listings to the on-call supervisors.

2.0 40% PRODUCTIVITY/USE OF TIME:

2.1 30% Organizes and performs work effectively and efficiently as evidenced by:

• Ensures workflow processes are timely: logs and tracks referrals and submission of admission documentation within 24 hours.
• Ensures clinical staff schedules are balanced and clinical staff productivity is maintained at 95% or more.
• Reduces turnover of the team by providing follow up to phone calls and scheduling requests within 2 hours.
• Maintains zero complaints from the community on timeliness of answering phones for the team.

2.2 10% Maintains and adjusts schedule to enhance team performance as evidenced by:

• Reporting to work on time and returning promptly from errands, breaks, and meals.
• Managing personal work schedule and time off to promote smooth agency operations.
• Assisting other team members to ensure completion of all work assignments.
• Demonstrating flexibility with changing workload/assignments.
• Does not exceed accrued PTO or qualified leave of absence(s).*

3.0 20% TEAM WORK, MISSION, VISION, VALUES:

3.1 20% Demonstrates positive interpersonal relations in dealing with all members of the team (i.e. co-workers, supervisors, physicians, etc.) as evidenced by:

• Responding to all customers in a courteous, sensitive and respectful manner.
• Maintains confidentiality in all professional areas and considers the needs of clients and their families, other employees, physicians, visitors, and all members of the community in an informative, courteous and compassionate manner. Complies with the Well Care HIPAA Policies and Procedures.
• Managing stress and personal feelings without a negative impact on the team.
• Completing the review period without any formal disciplinary action.*
• Presenting a clean and neat appearance in personal attire and one’s work area.

* Not exceedable

JOB SPECIFICATIONS

1. Education: High school graduation. Medical Terminology, computer training.

2. Licensure / Certifications: None.

3. Experience: Two years work experience in an office setting, medical office setting preferred, computer knowledge, word processing.

4. Essential Technical/Motor Skills: Working knowledge of Microsoft Word, Excel, E-mail, command of English and grammar functions. Strength in medical terminology preferred.

5. Interpersonal Skills: Excellent interpersonal skills required. Teamwork and communication skills essential. Demonstrates excellent customer service skills.

6. Essential Physical Requirements: Long periods of sitting for phone and data entry, walking, lifting and carrying files, reaching.

7. Essential Mental Abilities: Must be able to prioritize. Must possess good organizational skills. Ability to concentrate with large volumes of phone calls, good judgement, ability to follow procedures, ability to work independently and with interruptions.

8. Exposure to Hazards: Office environment, toner for office machines, high pitch of printers. Long periods of phone work, which may include headset.

9. Other - Hours of Work: 40 hour week, Monday - Friday. Overtime may be required during peak workloads or increase in volume.