CLINICAL SUPPORT SPECIALIST

Avow Hospice•Naples, FL

5d•$20 - $23•Onsite

About The Position

Provide organizational support for scheduling staff and patient visits, ensuring all visit scheduling complies with regulatory and legal requirements mandated by Medicare and Medicaid regulations. Communicates and collaborates with teams and leadership regarding scheduling and staffing. The Clinical Support Specialist is responsible for the overall knowledge of staffing in each area and to communicate to the appropriate managers, human resources, employee health, and incident command team. Able to multi-task and work under pressure with changing priorities and short deadlines, effectively handling a heavy workload.

Requirements

Bachelor’s degree from an accredited university preferred in business related field preferred. Associates degree in business related field and/or experience in office management, scheduling, and customer service or combination of education and experience.
Strong computer skills including database software and Microsoft programs. Email experience required. Experience in electronic medical records (EMR) systems.
Ability to read, analyze, and interpret common documents.
Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community.
Ability to effectively communicate and present information to supervisors and team members.
Ability to work with mathematical concepts. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
Ability to define problems, collect data, establish facts, and draw valid conclusions.
Current Florida Driver’s License.

Responsibilities

Coordinates communication among team members and provides information or relays messages to team members.
Coordinates and schedules clinician’s visits according to plan of care and regulations.
Prioritizes visits for End of Life and urgency.
Monitors unaccepted, unassigned, missed and declined visits for rescheduling.
Maintains client / staff schedules using software accurately.
Maintains on-call schedule for assigned care team.
Prepares reports for scheduling tracking.
Adheres to established confidentiality standards as required and HIPAA concerning community and patient information.
Communicate any requests to change the schedule in workflow responding with a follow up comment.
Ensure geographic scheduling to reduce drive time and to ensure timely patient care.
Proactively works with staff to determine holiday schedule.
Provides information to appropriate supervisor concerning any patient/employee concerns.
Resolve conflict using effective communication skills and problem solving techniques.
Identifies needs for additional training and communicates to supervisor.
Supports and implements appropriate procedures to promote and maintain an efficient scheduling flow.
Maintains knowledge of and adheres to established organizational and departmental policies and procedures.
Assures delivery of optimum service by following assigned work schedule.
Monitors and adjusts daily staffing schedules to ensure compliance with care plan, staffing policies, and budget considerations including overtime and driving distance.
Utilize blackout dates for staff on vacation or call offs.
Fulfill all responsibilities related to the success of the strategic plan of the organization, as requested and assigned
Assigns staff to patients. Develops staff future and day-to-day schedules. Match staff to clients’ needs appropriately and considering discipline, skill, availability continuity of care, volume of hours and location to all clients.
Communicates all changes in schedules to staff on a concurrent basis.
Able to step in when other areas need help.
Participate in holiday coverage on rotating basis with other staff.
Follow proper infection control policies and procedures.
Runs all assigned reports within the given time frame.
Other duties as assigned
Receives report from each department on staffing and coordinates a database of staffing.
Coordinates communication with managers, human resources, and employee health related to staffing and staff assignments.
Work with managers on alternative job assignments during time of staffing crisis.
Communicate to employees, human resources, managers, and employee health, related to work from home or alternate job duties of staff.
Act as a staffing liaison during activated emergencies.
Communicates with and participates in the incident command team.
Answers all calls relating to availability and/or scheduling of crisis care cases.
Process Patient Chart when Continuous Care started. Add clinical staff to chart. Add Manual Bill Hold Coordination Note. Notify outside doctors. Provide Patient Status Change Distribution List.
Coordinate and assign staff members on spreadsheet relating to crisis care staffing. Coordinate and assign staff members to electronic schedule.
When staffing is not adequate, request sent to outside agency for assistance.
Process crisis care folders when returned to office. Folders are logged in by staff at the end of a case. Coordinator logs them into spreadsheet. Folder disassembled to process. Pink Patient Care Note scanned to Clinical Supervisor.
Paper visit assigned to staff member. Audit sheet is completed and attached to folder and then turned over to Clinical Supervisor to complete Audit. Folders are delivered to HIM when completed.
Supply of blank crisis care folders maintained. Copies are printed and kept in supply drawer.
Provides backup support for Care24.
Maintains communication between crisis care staff and Supervisor.
Ensures adequate staff on the schedule, by updating the daily schedule to be able to start the required number of cases a day.
Send out notification by 9am to all departments when we have staff available to start cases.
Run Contract Bed Report.
Run Covid Report.
Maintain Care24 White Board. When Provider Coverage information is available, update information to current date. Update Nurse On Call, SSW On Call, Chaplain On Call Information. Update Team Staffing/PTO/Out. Assist Triage with staffing for Care24 requests.
Answers and routes outside, and incoming telephone calls.
Answer all non-clinical calls.
Steps in to cover Team scheduling duties and requests as other schedulers end their shifts.
Check par levels, maintain stock and order supplies.
SHEC – Medical Equipment as needed.
Scans and fax patient information as needed.
Updates patient location and demographic information as needed, through workflow.