Status:  Full Time

Shift:     40 hours per week Monday thru Friday 8:00 am - 4:30 pm.

Exempt: No 

Summary:
Displays proficiency in overseeing the daily operation of the hospice office functions. Works closely with the Department Director to organize and coordinate office procedures, goals and objectives, and promote established policies. Assists with developing short and long-term goals and objectives, which are consistent with department philosophy. 

Other information:
:Some office management experience required. Minimum typing speed of 60 wpm. Knowledge of medical terminology. Good organizational skills and computer skills. Demonstrates ability to operate a Dictaphone, Typewriter and PC. Must have excellent spelling skills.SPECIALIZED OR TECHNICAL EDUCATION REQUIRED:High school graduate required, some college preferred.MANUAL OR PHYSICAL SKILL REQUIRED:Word processing, clerical, organizational skills mandatory. Communicates well. Knowledge of hospital and department regulations. Mature, professional, intelligent.PHYSICAL EFFORT REQUIRED:Strength: LightPush: OccasionallyPull: OccasionallyCarry: OccasionallyLift: OccasionallySit: ConstantlyStand: OccasionallyWalk: Occasionally

Responsibilities:
' Takes referral information for new admits:Keys demographic information into the computer according to procedure and documents the assigned Medical Record number for new admits.Initiates insurance verification process or verifies Medicare using the DDE and accurately documents that information on the referral form and in the computer using appropriate billing codes for new admits.Ensures that all disciplines receive accurate and complete information, including face sheets, directions, orders, and discharge information from the referring institution.Acts as back up in maintaining accurate hospice on-call books.Responsible for entering and maintaining all Hospice patient information in the MYSIS computer program according to procedures.Entering admission information into the computer system and processing the admit chart.Creating the initial medication profile and instruction sheets and updating as needed.Responsible for assuring completeness and accuracy of forms.Tracking Hospice days by level of care.Entering patient discharge information into the computer system.Maintains the MYSIS System Control File and Master Files.Keys in billing information for new supply items.Updates pricing information as needed and participates in periodic audits of the Charge Code Master File to ensure it agrees with the NOHS Charge Master.Responsible for maintaining the Physician’s Master File by adding new physicians, verifying license status, UPIN number and correct name and address information, etc. Performs sanction inquiry on all new physicians.Responsible for MYSIS patient maintenance corrections resulting from Billing Edit Report and Medicare Rejected Claims Report.Responsible for producing and distributing recert lists, disaster code lists and other reports as needed.Responsible for updating Medication Profiles for Hospice.Responsible for printing and distributing reports for the Hospice Interdisciplinary Teem weekly meeting.Processes payroll and mileage reimbursement timely and accurately. Maintains records of mileage reimbursement, payroll corrections, mis-badges, and requests for PTO and holiday pay.Coordinates and organizes the Department Director's files, reports, and miscellaneous paperwork. Sorts and prioritizes the Director's incoming and outgoing mail. Responsible for assisting the Department Director and other agency personnel as needed.Composes and types or transcribes correspondence, memos, forms, reports, graphs, or statistical reporting. Maintains Fall Logs. Responsible for proof reading all work produced.Participates in month-end pre-billing audits and generates the chargemaster reports on a bi-monthly basis. Attends Chargemaster meetings as directed.Compiles statistical information for weekly and monthly reports to submit to Patient Services and Finance.Processes invoices for payment, including Hospice pharmacy and DME bills.Prints and distributes reports for Hospice Interdisciplinary Team weekly.Maintains all orientation materials for new employees and assists with department office orientation and training of various office personnel and volunteers.Ensures that all office equipment (phones, copy, fax machines, etc.) is in working order and requests service as needed. Initiates requests for service or maintenance through AYS for repairs needed to building and fixtures.Responsible for issuing and maintaining cellular phones and beepers in good working order and retrieving equipment from terminated employees.Provides switchboard relief as necessary.Transcribes and maintains all QA, CQI reports, minutes, and calendars.Coordinates meetings and in-service programs, including scheduling of classrooms, arranging for dietary or housekeeping services. Takes minutes at department staff meetings and other meetings as needed.Schedules and coordinates departmental in-services, including nursing assistants’ annual requirements and annual skills lab and forwarding attendance records to the employee records.Represents Hospice as IS Liaison and attends ISUC Meetings as a Flex Member. Responsible for troubleshooting problems with equipment and programs and reporting problems to IS as necessary. Coordinates installation of new software, program upgrades, and equipment.Verifies CPR card renewal on nurses and nursing assistants and forwards that information to the employee records.Compiles statistical information for hospice productivity statistics, weekly and monthly, and distributing reports to Patient Services and Finance.Maintains department policy and procedure manuals and job s.Responsible for initiating and maintaining both the Nursing Assistant patient schedule and hospice work and on-call schedules.Serves as back up for following procedures related to Advance Directives attainment.Responsible for keying in hospice charges for billing, runs reports and balances numbers to the schedule totals.Serves as back up for daily mail run and daily report distribution.Serves as back up for filling requests for medical supplies and maintaining equipment used by nurses and nursing assistants.Responsible for ordering DME equipment for hospice patients. Serves as back up for printing register reports, and service tracking reports daily and distributing to appropriate personnel.Serves as back up for ensuring an adequate supply of all printed forms, office supplies, and coffee supplies. Orders and puts supplies away in a neat, organized manner. Makes up and maintains a supply of Admit folders. Makes sure the copier and fax machines have adequate paper and toner and that the work area is kept neat and organized.Maintains established hospital and departmental policies, procedures, objectives, quality assurance, safety, and environmental and infection control.Responsible for exercising good judgment and decision-making in performing all duties and seeking clarification from appropriate resources (i.e.: Hospice Policy and Procedure Manuals, Transcription Procedures Manuel, MYSIS Manual, MYSIS Support Services, Medicare Manual, and Medicare Newsletters). If still in doubt, responsible for seeking assistance from the Hospice Director.Participates in Hospice CQI, DIG Teams, and other committee meetings.Enhances professional growth and development through in-services and educational programs.Displays competency in applying age-specific criteria in all inter-patient relationships.Follows North Oaks Health System’s compliance programs and federal and state regulatory guidelines.