Job Summary:

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:

Creates and maintains staff/patient schedules. Admission statistic report daily to assign visits to case manager for Hospice, Home Care and Rehab teams.

Last two revisits – assign to case manager.

Discharge visit – assign to case manager

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 a RN must be scheduled every 10-14 days to meet Hospice regulations. Hospice patient actively dying do not assign LPN.

Verifies with clinical managers and field staff the patient schedules.

Receives and triages all communication (telephone calls/pop-ups/follow-ups/ carethreads, etc.) related to scheduling of services

Communicates staff/patient scheduling issues to Clinician and/or Manager

Notifies staff/manager of any scheduling conflict, should it occur, on a timely basis.

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.

Palliative admissions/Palliative Evaluations- Assigned timely upon notification of case communication or verbal directive.

Communicates to the staff his/her scheduling assignments on a daily basis by 3:30 pm/ or as necessary

Weekends and holidays only: Run EC (Emergent Care) report, fax medication profile, patient demographics to medical facility (hospital)

Proofreads and edits all materials/schedules thoroughly and makes all necessary corrections. Insures that all materials are accurate and error free.

Prepares weekly capacity planning.

Admissions – Schedules at direction of clinical manager.

All follow up notes and DC notes completed by 11:30 am or before schedules are assigned

Ensures completion of all recertification visits within a 5 day window.

Emails Caseloads to Clinicians Weekly

Completes assignments for all HHAs daily

Inputs staff and working calendars. Annually and new staff

Retrieves and processes faxes as needed, for department.

Processes medical supply orders as needed. Weekends/Holidays only for Hospice department at the direction of clinical manager

Special Projects not listed above

Requirements:

High school diploma or equivalent required. Associate’s degree in Secretarial Science or graduate of secretarial school program preferred.

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.

Care New England Health System (CNE) and its member institutions—Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, and our Wellness Center—are trusted organizations fueling the latest advances in medical research, attracting the nation’s top specialty-trained doctors, and honing renowned services and innovative programs to engage in the important discussions people need to have about their health.

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.