Team Assistant II - Specialty Care

POSITION SUMMARY:
The team assistant is responsible for scheduling the staff of specific discipline and providing clerical and administrative support necessary to assure delivery of best possible care to patients and families. Key responsibilities include receiving and triaging team phone calls, coordination of the services, and communication with patients, physicians, and staff
MINIMUM QUALIFICATION STANDARDS:
I. Education:
Associates degree in business or other appropriate discipline
II. Experience:
Two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills acquired
III. License Requirements:
N/A
IV. General:
* Must demonstrate and maintain any required competency
* Able to speak, read and write in English
* Be honest, self-directed, possess initiative, display good judgment and a positive attitude toward daily activities
* Have the ability to communicate clearly and effectively both orally and in written work
* Be able to work cooperatively and in a productive manner with organization's employees, clients, customers and the general public
* Maintain satisfactory standing with the Adult Abuse Registry, Child Abuse & Neglect Registry, Vermont Criminal Information Center and OIG
* Be free from the illegal use and effects of drugs and alcohol in the workplace
* Be able to carry out the functions of this job without risk of harm to the health and safety of self and others
* Hold a valid driver's license and have a reliable, registered vehicle with insurance as required by the organization, and appropriate to position
* Previous experience in a medical setting, with good working knowledge of medical terminology. Ability to converse clearly and comfortably, and to deal courteously and efficiently with a wide variety of organization patients, staff, and varied outside individuals/organizations, often regarding serious and/or sensitive health or other personal matters
WORKING CONDITIONS:
1. Traveling may be required
2. May work in community based settings, and clients' homes and outdoors
3. May work during non-business hours
4. May experience:
* Hostile and emotionally upset clients, family members, visitors and staff
* Stress due to a demanding profession
* An exposure to blood-borne pathogens
* A variety of environmental exposures such as inclement weather, animals, firearms, tobacco use, dust, and other client based activities and preferences
ESSENTIAL PHYSICAL REQUIREMENTS:
1. Must walk, sit, stand, bend, lift and move intermittently during working hours
2. Must have the ability to push, pull and lift from the floor, up to a total of 50 pounds and be able to move with the weight, as to organization's standards
3. Climbing-be able to navigate stairs of varying heights and degrees
4. Balancing-be able to maintain balance
5. Kneeling, crouching, stooping, twisting, reaching below waist level, reaching overhead and reaching torso level
6. Manual finger dexterity-will need dexterity to perform duties and use equipment
7. Visual acuity-will need sufficient eyesight to drive a car, use office equipment and perform duties
8. Auditory acuity- will need to assist individuals in person and by telephone
PERFORMANCE REQUIREMENTS:
I. Performance Standards:
* Receives referrals from Intake, schedule admissions, and assigns a case manager
* Completes and coordinates the scheduling for a discipline team on an ongoing basis. Tracks and reviews field staff daily schedules
* Assigns patients to the appropriate interdisciplinary team members
* Maintains effective communication with field staff and Clinical Team Manager
* Responds to all telephone calls directed toward the team and passes on appropriate information to team members
* Schedules meetings as requested by the Clinical Team Manager and takes minutes as needed
* Ensures workflow processes are timely: tracks referrals and submission of admission documentation within 24 hours; tracks recent five-day windows, and processes transfers
* Supports the team in meeting clinical, patient satisfaction, and financial outcome goals
* Types, proofreads, and sends correspondence as requested by Clinical Team Manager and clinicians. Creates and maintains forms, reports, logos, and other documents. Compiles reports and organizes and maintains files and records
* Prepares lab requisitions as requested
* Orders and maintains an inventory of office and clinical supplies and equipment
* Establishes and maintains on call schedule
* Establishes and maintain on call and off shift schedules as needed
* Maintains calendar of time off as approved by Clinical Team Manager
* Assists with preparations for weekend work
* Adheres to the confidentiality policies and procedures of the organzation
* Provides exemplary customer service to all internal and external customers
* Demonstrates accountability and follow through of all designated tasks
* Demonstrates commitment to the IDT team members and associated patients
* Any other duties as assigned by supervisor
II. Professional Accountability:
* Demonstrates a commitment to the mission and values of the organization
* Complies with all organization policies and procedures
* Demonstrates respectful and effective communication in all interactions
* Protects the privacy and confidentiality of clients, co-workers and organization's operations
* Complies with organization's policies to protect confidentiality, integrity, availability and security of all protected health information
* Organization's security official
* Conducts him/herself in a safe manner by adhering to all safety practices, rules and standards
* Demonstrates a commitment to quality and proactively seeks to make improvements to systems and processes
* Reports to work on time, provides advance notice for time off, accurately reports time and attendance and appropriately manages paid time off (if applicable) in accordance with organization's policy
* Demonstrates a commitment to integrity in work habits and use of organization's resources
* Performs duties as assigned that may be outside his/her principle responsibilities
* Meets own learning needs. Participates in educational programs of the organization, including completion of all mandatory competencies, education or training
* Effectively communicates to transfer information, provide guidance and resolve conflicts
* Reports concerns and complaints regarding abuse, neglect and exploitation in accordance with Vermont State Law and the organization
* Enhance or improve organization's services by participating in team meetings, projects and committees
* Contributes to a positive work environment and responds in a constructive manner to change
* Documents the provision care and services in accordance to organization's policy