Administrative Assistant - IDT Job at PACE Organization of Rhode Island in River

Job Summary:

Performs a variety of staff support duties for the Interdisciplinary Team, which requires a range of skills and knowledge of organizational policies and procedures. Assists and directs visitors when needed, and resolves Interdisciplinary scheduling problems and inquiries; composes, edits, and proofreads correspondence and reports, and prepares a range of administrative documents resulting from IDT decisions and team meetings.

Two current positions are open both are full time from 7:30am-4pm. One is located at our Providence facility and the other at our Woonsocket location. Ability to travel to various PACE locations throughout the state is necessary on occassion.

• Coordinates and performs a range of staff and/or operational support activities for the Interdisciplinary Team (IDT).
• Maintains skills level tracking for clinical staff. Generates skill level notifications, sends to appropriate facilities and notes return with signature. Obtains necessary documentation from skilled facilities to evaluate progress/skilled needs. Performs these tasks for all 3 sites.
• Will triage phone calls for the IDT and manage messages of importance that need immediate assistance. (clinical/medical phone calls are triaged by nursing and the Health Center Administrative Assistant)
• Provides administrative/secretarial support for the IDT such as answering telephones, and resolving and/or referring a range of administrative problems and inquiries.
• Serves as scribe for morning team meetings. Serves as facilitator for at least one care plan meeting per week. Facilitates AM meetings when needed. Attends all morning team meetings to gather information about admissions, discharges, change of status or service requests.
• Updates AM team meeting agenda with participants in a facility and ppt names to upcoming care plan grid.
• Tracks all care plan bumps and sends report to the Clinical Management Team weekly.
• Has oversight to the use of proxies and managing attendance at Team Meetings.
• Operates personal computer to compose and edit correspondence and/or memoranda from verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
• Maintains and updates the case management list monthly.
• Schedules and coordinates meetings, events, interviews, appointments, and/or other similar activities for IDT staff, which may include coordinating intake visits with the Intake Coordinator and scheduling interpreters.
• Establishes, maintains, and updates the medical record, and/or other required documents with respect to her job duties.
• Maintains tracking of all participants hospitalizations, ER visits and SNF admissions and discharges for the Providence site and other sites as needed.
• Communicates participant change in status to vendors such as pharmacy and respiratory care company for all three sites.
• Gathers and ensures completion of paperwork when there is a participant is admitted to hospital, ER, or nursing facility (for skilled, respite care or custodial placement) from PACE or from the community and faxes to appropriate facility according to standard operating procedure.
• Maintains the Care plan calendar tracking for the IDT and schedules all routine and COS care plans and huddles and informs the IDT of assessments due. Monitors for care plans bumped and for those out of compliance and prepares weekly report for CMT.
• Closes care plans prior to new care plan date and assures that all care plans are ‘approved’ after they occur. Opens the new care plans and updates or adds the information to the comments section and check off box that states CP was completed in collaboration with family/participant.
• Collaborates with Care Partner Liaison to assure that all care plans for participants residing in nursing facilities are provided to the facility when updated.
• Enters authorizations and end dates for all hospitalizations, ALF, SNF, NF and Care Giver Home admissions and discharges for Providence site and other sites as needed.
• Notification to RI DHS when participant address changes, is institutionalized for skilled services more than 30 days or when participant dies for all three sites.
• Serves as back-up to the Admin Assistant-Providence for breaks and time off.
• Assists nursing and Chief of Clinical Services in entering infection events into the record.
• Responsible for ordering of supplies for participants to be delivered to their home as well as supplies utilized in the Providence Day Center.
• Performs miscellaneous job-related duties as required and assigned.

Required Skills & Abilities:
Ability to maintain confidentiality
Ability to prioritize tasks
Proficiency with MS Office Suite or similar software
Proficiency with Excel; ability to produce graphs and data driven reports
Dependable and punctual with ability to maintain consistent attendance
Ability to read, write and comprehend English
Ability to maintain sound judgement under stress and communicate effectively

Education Requirement:
High School Diploma or Equivalent, Required
Bachelors, Preferred

Physical Requirements:
Must be able to tolerate prolonged periods sitting at a desk and working on a computer.
Must be able to lift up to 15 pounds and at times up to 25 pounds.
Must be able to navigate various departments of the organization's physical premises as well as related community care settings.
Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.

Experience:
2 to 5 years of Administrative Support Experience, Preferred
1 to 3 years of Medical Office/Clinical Experience, Preferred
1 to 3 years of EMR Experience (Cognify), Preferred
1 year of experience working with a frail or elderly population, Preferred

Licensure & Certification Requirements:
None

Position Requirements:
Driver's License & access to reliable transportation