Site Secretary

Job Description

Job Description

JOIN US IN MAKING THE MOST OF EVERY DAY!

Hospice of The Western Reserve operates in celebration of the individual worth of each life, we strive to relieve suffering, enhance comfort, promote quality of life, foster choice in end-of-life care and support effective grieving.

WHY US?

We believe that our success starts with our greatest asset: OUR EMPLOYEES!

We live our shared core values in everything we do:

COMPASSION. EXCELLENCE. EQUALITY. INTEGRITY. SERVICE. STEWARDSHIP .

We have a passion for purpose driven work! Do you?

JOIN OUR FAMILY!

We are growing! Come join our Ashtabula team as a Site Secretary. This full-time role performs a variety of tasks under the direction of the Clinical Team Leader. The Site Secretary is the primary face of the office and greets visitors and welcomes them, and answers phone calls. Additionally, this role is most successful when the person holding it enjoys moving quickly and easily from one task to another to support the receptionist, data entry, and medical recording duties as assigned.

WHAT YOU WILL DO:

• Answer telephone calls and communication facilitation responsibilities i.e. take messages, page or otherwise assist
• Knowledgeable and capable of performing telephone and voice mail functions that exist on our telephone system
• Create and maintain daily and weekly schedules of the team’s activities
• Greet visitors in a friendly manner.
• Mail physicians verbal orders for signature on a daily basis.
• Forward on-call and status line messages to people on the home care team that are involved with the report
• Review newly opened cases for completeness, obtain information required to complete opening process, label folders for case openings, photocopy and distribute necessary paperwork for disciplines as required
• Copy and distribute status changes and intake change forms twice daily
• Prepare and mail or fax as required, correspondence for newly opened cases, recertification correspondence, hold and discharge letters, follow up correspondence and telephone order to attending physicians
• Follow up on forms (by phone/mail/fax) that require signatures and are not in the file. Maintain a tickler of follow up activity.
• As necessary, request H & P information from hospital medical records files.
• Alphabetize and file patient records according to discipline and date.
• Alphabetize and file clinical charts and IPC’s according to status of the patient
• Assemble clinical chart, maintain records, label charts according to the status of the patient and file charts accordingly
• File patient documents in correct chart order in correct chart.
• Perform chart audits as directed.
• Care Conference set up: Label IPC folders according to their cycle; group IPC’s in bundles for each nurse; bundle IPC’s for bereaved patients; complete care conference sheet, listing new and bereaved patient; sort active team in Log 6, then print; print bereaved, hold and checklist; prepare copies of the HQ portions of this report for Care Conference, maintain notebook of Care Conference logs.
• Update the hospital admission and death files as situations occur throughout the day.
• Capable of retrieving information in the database.
• Ability to create and maintain database reports.

• Maintain and update the cabinet of blank forms.
• Receive and distribute interoffice and US mail.
• Stock and order routine and special order items.
• Attend support staff meetings and provide meaningful input.
• Performs other related duties as assigned.

SUCCESS CAPABILITIES:

• High School Diploma or equivalent required
• Knowledgeable and available to provide assistance with telephone, printer, copier, fax, and computer operations.
• Proficient with Microsoft Office Suite or related software, Outlook and Excel; data entry and retrieval; spreadsheet; word processing equipment
• Ability to accurately and efficiently fulfill assignments in a timely manner.
• Must demonstrate flexibility when support coverage is needed in other areas.

DETAILS:

• Total Rewards Package to include Retirement, Health, Dental, Vision, voluntary benefits and Corporate Discounts
• Tuition Assistance
• Non-exempt role
• Protocols in place for wellbeing during COVID-19

CONDITIONS OF EMPLOYMENT:

• Compliance to Annual Flu Shot Policy or ability to provide exemption documentation
• Ability to provide proof of eligibility to work in the United States.
• High level of integrity, ethics and professionalism.

NOTE: The responsibilities of this position are described above, and they may be subject to change at any time due to reasonable accommodations or other reasons. Also, this description in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Applicants who may need reasonable accommodations to complete the application process may contact:

Careers at Hospice of the Western Reserve

17876 St. Clair Ave.

Cleveland, OH 44114

216.383.2222 or [email protected]

Hospice of the Western Reserve is an Equal Opportunity Employer - we recognize that diverse teams make the strongest teams, and we encourage people from all backgrounds to apply.