Department Assistant

The University of Kansas Health System•Olathe, KS

About The Position

The Department Assistant provides administrative support in the operation and communications of the Case Management department. Responsibilities will include answering phones, scheduling meetings, calendar management, department scheduling, onboarding new hires, and coordinating vendors, fairs, and presentations. This position will focus on providing support, collaboration, communication, and facilitation of services as established by the healthcare team and directed by Case Management Leadership. Additionally, may also be asked to provide range of case management services to patients of all ages and their families.

Requirements

High School Graduate
3 or more years broad administrative/secretarial experience
Some knowledge of contractual reimbursement methodology
Some knowledge of community agencies/resources
Must have excellent verbal and written communication skills.
Strong customer service skills
Capable of working with multiple tasks simultaneously
Organizational skills and confidentiality
MS Office program experience

Nice To Haves

Associates Degree
Bachelors Degree
Healthcare background

Responsibilities

Provides administrative support by performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Duties include general clerical, receptionist and project based work. Must project a professional company image through in-person and phone interaction.
Maintain patient, employee, physician and corporate confidentiality; respect the rights, privacy and property of others.
Communicates timely, relevant and accurate information to the Case Managers and professionals involved with patient’s care; maintains routine communication with case managers on the status of their referral requests; communicate Social Work and Case Management referrals to the assigned staff and notifies the department director/manager when staff is unable to facilitate the referral
Receives, screens and routes telephone calls and written communications to appropriate staff; returns calls and communicates messages as needed; informs staff members of correspondence requiring immediate attention/action.
Communicates with payers for verification of benefits on specific patients at the case manager’s request; alerts appropriate staff to adverse determination responses from insurance companies.
Faxes surgery procedure updates to the Business office staff for Medicaid reimbursement coordination and communication.
Receives and records new/changed contact information for the sitter’s list. Routes contact information from Home Health agencies to appropriate staff to facilitate continuity of care.
Facilitates the progression of care by obtaining all necessary forms to initiate referrals for the transition of care; distributes post-acute placement requests as directed by the RN, CM and SW; monitors the patient’s progression towards the desired outcome; facilitates certain aspects of the discharge planning, resource referral and patient education
Participates in RN, CM and SW team planning meetings; integrates the work of the healthcare team by coordinating resources and services requested by the team to assist in accomplishing agreed-upon goals and desired discharge plan.
Continuously monitors the patient through frequent interactions with the inpatient team starting at admission through discharge to assist in timely referrals and coordination of post-acute needs
Ensures data integrity by running reports to validate all data is correctly entered into hospital system
Demonstrates ability to balance cost and quality to assure optimal clinical and financial outcomes
Files and maintains insurance communication documents and communication/tracking logs.
Maintains social work and case management forms and restocks forms as needed
Completes special projects and/or assignments required to support staff/department operations
Must be able to perform the professional, clinical and or technical competencies of the assigned unit or department. These statements are intended to describe the essential functions of the job and are not intended to be an exhaustive list of all responsibilities. Skills and duties may vary dependent upon your department or unit. Other duties may be assigned as required.