Clinical Support

HOSPICE AUSTIN•Austin, TX

7h•Onsite

About The Position

Clinical Support provides operational, administrative, and logistical support to hospice care teams. This role ensures timely coordination of durable medical equipment (DME), supplies, transport, documentation, and communication to maintain seamless patient care and regulatory compliance. Clinical Support serves as a central resource for staff, patients, families, facilities, and vendors.

Requirements

High school diploma or equivalent.
One-year clerical experience in a medical environment.
Proficiency in word processing, spreadsheet program (Excel), and ability to navigate electronic medical record (EMR) and online provider systems to enter data and run reports (e.g. web based DME system and web based medical supplies system).
Valid Texas driver’s license, auto liability insurance and safe driving record.

Nice To Haves

One-year previous administrative experience in a medical office environment.
Previous hospice or home health experience
Proficiency with medical terminology.
Texas Notary Public certification.

Responsibilities

Serve as an administrative resource for clinical staff and Team Leads; scan, email, and fax documents as needed.
Schedule outpatient procedures, arrange transport, and communicate updates to the care team.
Assist Social Work with coordinating respite stays and patient transfers.
Run and distribute reports as needed to support clinical operations.
Monitor Home Team patient surveys weekly and provide timely alerts to staff.
Track and communicate D&D (death and discharge) summary deadlines to care teams.
Support interdisciplinary group (IDG) preparation and coverage for assigned and alternate teams.
Provide general administrative support to ensure smooth daily operations of the care team.
Maintain accuracy of patient databases in the electronic medical record (EMR) and patient/family communication platforms.
Prepare IDG paperwork and act as scribe during meetings, documenting eligibility, decline, and care planning.
Process, route, and track clinical faxes on a rotating basis.
Scan and upload patient records to the EMR as needed.
Complete and distribute relatedness forms to physicians, families, and internal teams.
Monitor incoming survey responses from Home Team patient surveys weekly.
Maintain organized electronic and paper records in accordance with HIPAA and agency standards.
Support data collection for quality metrics, scorecards, and compliance reporting.
Answer phones, triage calls, and route messages appropriately.
Check voicemail for nursing staff and escalate urgent needs.
Assist staff with urgent transport needs as they arise.
Respond promptly to email, text, and phone communication.
Run daily, weekly, and monthly reports as requested by Team Leads or leadership.
Schedule CNAs and coordinate outpatient procedures and transport logistics.
Maintain professional conduct as a representative of Hospice Austin.
Support facility communication, including sending documents, confirming appointments, and relaying updates.
Assist with general office tasks such as supply stocking, mail distribution, and maintaining shared workspaces.
Coordinate all DME ordering, delivery, maintenance, and pickup after discharge or death.
Provide updates to patients, families, and staff regarding DME status and delivery timelines.
Help resolve DME maintenance and operational issues through scheduling service calls and assist with retrieval of lost or unrecovered items.
Maintain accurate DME documentation in the EMR in collaboration with nursing staff.
Research specialty DME options and obtain Team Lead approval when required.
Reconcile monthly DME invoices and track high‑cost items.
Order Medline/Cardinal supplies and maintain supply room inventory.
Ensure all supply room items are stocked, unexpired, and reviewed after any supply recalls.
Maintain vendor communication and escalate issues to appropriate leadership when needed.
Communicate with physicians, facilities, pharmacies, and vendors to support patient care coordination.
Prepare, send, and track medical documentation such as orders, lab requests, wound care instructions, and therapy notes when appropriate.
Verify accuracy of patient demographics and care team assignments in the EMR.
Support compliance processes by ensuring timely completion of required forms and documentation.
Assist with appointment coordination, follow‑up communication, and documentation of transfers.
Maintain confidentiality and adhere to HIPAA and organizational privacy standards.
Support quality improvement initiatives by gathering data, monitoring trends, and reporting issues to leadership.
Provide administrative support during emergencies, weather events, or urgent operational needs.
Responsible for maintaining and submitting the department’s quarterly chemical inventory updates to online MSDS system to support accurate documentation and ensure ongoing compliance with OSHA standards.
Other Duties as assigned including local travel on an as-needed basis.