Documentation Services Associate

The responsibility of the Documentation Services Associate is to provide clerical support for the patient care functions of Hudson Valley Hospice in the assigned department.

ESSENTIAL FUNCTIONS:

• Answers phone calls directed to Documentation Services professionally and accurately carries out the request of caller.
• Contacts clinical staff for patient/ family calls and requests, acting as a backup for the receptionists.
• Responsible for generating physician orders and ensuring that orders are returned within 30 days of the original physician order.
• Assists the Documentation Services Specialist in obtaining signed certifications of terminal illness within eight days of admission to Hospice by providing a periodic list of outstanding certifications.
• Shares in the responsibility for ensuring that physician signatures on recertifications are obtained within two (2) days of the next recertification date.
• Generates a weekly signature file for the Hospice Medical Director containing needed DNRs, certifications, recertifications, prescriptions, and other documents.
• Creates an accurate weekly team agenda a minimum of one day prior to the team meeting
• Begins chart admission checklists within agency guidelines.
• Processes all physician orders, sends to a physician for signature/tracks returned orders according to policy and state and federal regulations.
• Generates a daily Census report by compiling information and running reports.
• Faxes out requested documents and plans of cares from patient charts.
• Uploads documents into the patient’s chart.
• Sends death notice correspondence to physicians in a timely manner.
• Sends hospital letters daily to contracted facilities for billing purposes.
• Effectively processes Department Emails daily and distributes physical mail within the agency.
• Assist with ordering durable medical equipment, ordering lab supplies and preparing CADD pump requests.
• Coordinates tasks and guidance to assigned office volunteers.

COMPETENCIES:

• Ability to prioritize well.
• Capability to effectively communicate verbally (in person and by phone) and in writing – good phone etiquette.
• Ability to work effectively and cooperatively, independently, and as a team member.
• Possess excellent attention to detail, ability to follow oral and written instructions, sound judgment in the implementation of procedures, and a professional office demeanor.

WORK ENVIRONMENT/PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• Normal office conditions
• Transports mail to the post office or mailbox, as needed.
• Ability to provide transportation for self and access public buildings to pick up and/or deliver materials.
• Ability to carry up to twenty-five pounds of supplies and/or materials when needed

PREFERRED EDUCATION & EXPERIENCE:

• Has experience working in a medical office, hospital, etc., and/or possesses a good working knowledge of medical terminology.
• At least one (1) year of clerical experience, including typing, filing (alphabetical & chronological), and reception.
• At least one (1) year of computer experience, including the ability to use word processing and database software.
• Is proficient with accessing and navigating email, internet, and setting up files and folders on the computer.

Hours: Monday-Friday (8:30am-4:30pm)

Pay: $20-21/hr

FLSA: Nonexempt

Benefits: Medical, Dental, Vision, 24 Days of PTO, Tuition Assistance and more!

Hudson Valley Hospice is an Equal Opportunity Employer