Clinical Team Assistant (CTA)

Care Synergy•Denver, CO

6d•Onsite

About The Position

The Clinical Team Assistant (CTA) supports clinical teams by coordinating communications and daily departmental functions, helping resolve problems, and providing clerical and administrative support to clinical managers. The role supports hospice, palliative care, and home health teams and helps ensure patients and families receive quality care. It requires sound judgment, confidentiality, strong customer service, organization, time management, and the ability to prioritize multiple tasks amid frequent interruptions. The CTA performs clinical scheduling and coordination, including CNA schedules, leave and sick-call coordination, holiday and monthly schedules, weekend utilization tracking, and on-call and after-hours schedules. The assistant tracks upcoming CTI and Face-to-Face needs and coordinates visits with clinical and palliative care staff. Additional duties include assisting with patient assignments, timecard reviews, meeting preparation, data collection, reports, accurate tracking and transcription, answering phones, correspondence, mailbox updates, and fax processing. The role also processes equipment and medical-supply requests, coordinates with DME companies and vendors, researches specialty products, prepares supplies for clinicians, arranges delivery or pickup, and uses a barcode system to track inventory. The CTA provides reports to internal and external customers, triages calls to the appropriate clinician, and may participate in task forces or committees as assigned. The position is full-time in Denver, Colorado, with a Monday–Friday, 8 a.m.–5 p.m. schedule and an hourly pay range of $20.14–$23.67.

Requirements

High school diploma.
Two to four years of experience with clinical administrative support, including staffing and scheduling processes.
Ability to lift and carry a minimum of 30 pounds.
Proficiency with computers, copiers, fax machines, and other standard office equipment.
Strong organization, time-management, and prioritization skills; ability to handle multiple tasks from multiple sources in a busy setting with frequent interruptions.
Effective customer service, communication, and judgment skills.

Nice To Haves

Postsecondary training or education.

Responsibilities

Facilitate and coordinate communication among clinical teams and support daily departmental functions and problem resolution.
Provide clerical and administrative support to clinical managers and help ensure hospice rules and regulations are followed to support quality patient and family care.
Provide customer service and support to hospice, palliative care, and home health patients and families, including helping address complaints, service recovery, and requests for care.
Coordinate daily and weekly CNA schedules, PTO and sick-call coverage, holiday coverage, monthly schedules, weekend-day utilization tracking, and daily on-call and after-hours schedules.
Assist the Manager with timecard reviews, including monitoring absenteeism and PTO availability when requested.
Track upcoming CTI and Face-to-Face needs and schedule visits with the IDG meeting or with physicians and nurse practitioners; coordinate shared-provider visits with palliative care team members.
Prepare materials for monthly team or discipline meetings and weekly interdisciplinary group meetings, including setup and teardown.
Assist the Manager with assigning new patients to clinicians.
Generate reports and perform clerical duties such as answering phones, typing letters, updating mailboxes, and processing faxes.
Support data collection and report creation; accurately track and transcribe information such as productivity, mileage audits, and unverified documentation.
Process equipment requests and orders, assess appropriateness, coordinate with DME companies, and notify providers about equipment pickups.
Order DME and medical supplies from vendors based on par levels and specialty needs; respond to requests received in person, by phone, or by email in a timely, professional manner.
Research specialty product orders and maintain records of patients using specialty products.
Prepare supplies for clinicians and coordinate delivery through a courier, vendor, or in-person pickup.
Use the barcode scanning system to track supply-room items and manage inventory; stock supply rooms as needed.
Provide reports to internal and external customers and facilitate the flow of patient information and communication.
Use sound judgment when handling telephone calls and triage calls to the appropriate clinician for further action.
Participate in task forces or committee work as assigned.
Protect confidentiality and contribute to the organization’s vision and mission.

Benefits

Employer pays over 90% of employee medical premiums in some plans.
Health Savings Account with employer funding of $1,000 for single coverage or $2,000 for family coverage.
Healthcare benefits effective on the first of the month following hire.
Paid time off: 17 days in the first year for full-time team members.
Seven paid holidays and one additional floating holiday.
403(b) retirement plan with a 50% employer match up to 8% of total compensation.
Company-paid life and AD&D insurance.
Education reimbursement program.
Clinical career ladders.
Certification pay.
Team member referral program.
Team member service awards.
Early wage access.
Legal and identity protection.
Leadership development training programs.
Mileage and expense reimbursement at $0.625 per mile.
Overtime pay, based on position, schedule, and/or availability.
Two free, confidential benefit programs designed to provide support with logistical and financial problems.