Float Team Assistant

Well Care Health•Burgaw, NC

7d•Onsite

About The Position

The Float Team Assistant provides clerical and administrative support to help deliver clinical care to patients and staff of an interdisciplinary group. The role coordinates team paperwork, enters documentation, communicates with patients, physicians, and staff, and serves as a key contact for receiving and triaging team phone calls. The assistant also performs other appropriate duties as assigned. The position coordinates clinical visit scheduling in accordance with physician-approved orders and helps ensure visits are correctly assigned and scheduled on EMR devices. It organizes team activities, tracks staff schedules, supports case conferences and meetings, maintains team calendars and schedules, and helps coordinate referrals and admission documentation. The assistant responds to team calls and requests, routes information to appropriate care team members, and contributes to effective communication, productivity, customer satisfaction, and positive relationships with patients, families, colleagues, and community members. The role requires a high school education, computer and word-processing knowledge, and two years of office work experience; medical office experience is preferred. Work is performed in an office environment and involves extended periods of phone work and data entry, along with walking and handling files. The position follows a 40-hour Monday–Friday schedule, with overtime potentially required during peak workloads or increased volume.

Requirements

High school graduation.
Two years of work experience in an office setting.
Computer knowledge and word-processing skills.
Working knowledge of Microsoft Word, Excel, and email.
Command of English and grammar functions.
Excellent interpersonal, teamwork, communication, and customer service skills.
Ability to prioritize, organize work, concentrate amid large volumes of phone calls, exercise good judgment, follow procedures, and work independently with interruptions.
Ability to maintain confidentiality and comply with HIPAA policies and procedures.
Ability to work a 40-hour week, Monday through Friday; overtime may be required during peak workloads or increased volume.
Ability to sit for long periods while handling phones and data entry, walk, lift and carry files, and reach.

Nice To Haves

Medical office experience preferred.
Strength in medical terminology preferred.
Medical terminology and computer training.

Responsibilities

Coordinate clinical visit scheduling in compliance with physician-approved orders and help ensure visits are assigned and scheduled on EMR devices.
Accept referrals from intake and assign case managers (RN or PT).
Schedule professional and paraprofessional staff and assign patients to appropriate interdisciplinary team members.
Track and review field staff daily schedules, establish and maintain the on-call schedule as directed by the Clinical Manager, and maintain the team time-off calendar as approved.
Assist with preparation of weekend work.
Respond to team telephone calls, route calls and information to appropriate care team members, and follow up on calls and scheduling requests.
Coordinate weekly team case-conferencing schedules with the Care Manager and print schedules before meetings.
Schedule meetings as requested by the Clinical Manager, take minutes as needed, post minutes on the H: drive, and notify staff of meetings by email and voicemail.
In an emergency or disaster, provide updated disaster codes, active census, monthly team schedules, and staff listings to on-call supervisors.
Log and track referrals and ensure submission of admission documentation within 24 hours.
Help balance clinical staff schedules and maintain clinical staff productivity at 95% or more.
Maintain timely phone service and help prevent community complaints about response times.
Manage work schedules and time off to promote smooth agency operations; report to work on time and return promptly from errands, breaks, and meals.
Assist team members with completing assignments and cross-train with the team Medical Records Specialist.
Demonstrate flexibility with changing workloads and assignments and remain within accrued PTO or qualified leave limits.
Maintain professional, courteous, sensitive, and respectful relationships with coworkers, supervisors, physicians, patients, families, visitors, and community members.
Maintain confidentiality and comply with Well Care HIPAA Policies and Procedures.
Demonstrate the agency's mission and guiding principles, maintain customer satisfaction, and perform other appropriate duties as assigned.