Support Assistant

Support Assistant 

1.0 FTE, Non-Exempt, Benefit eligible

Reports to: Executive Director

Scope of Position:
The Support Assistant plays a critical role in helping Lumina Hospice & Palliative Care (Lumina) deliver its mission of providing compassionate care and support to those facing end of life, by supporting the administrative and operational needs of the organization.

Qualifications:

The Support Assistant must be a self-motivated, problem-solving, detail-oriented individual who is prepared to find creative solutions through independent and collaborative work. Their qualifications should also include the following:

1. Commitment to serving the needs of the terminally ill.


2. Minimum Associate degree in business, communications, project management, health care, computer science or related field OR combination of equivalent work experience and education required.


3. Medical office experience preferred.


4. Must have a minimum of two years of experience in an administrative support role or the equivalent in education and/or experience.


5. Advanced skills in Microsoft Office suite, Excel, Adobe, PowerPoint, and SharePoint.


6. Experience with data analysis.


7. Ability to learn and troubleshoot electronic software; experience with electronic medical record software is strongly preferred.


8. Ability to answer multi-line telephone courteously and efficiently in a backup capacity.


9. Experience working with technical support staff and executive staff strongly preferred.


10. Project management skills preferred.


11. Strong organizational and planning skills required.


12. Excellent oral and written communication skills required.


13. Proficient at taking minutes of meetings.


14. Demonstrated attention to detail and accuracy in work assignments.


15. Ability to work both independently and as a member of a team.


16. Demonstrated ability to adhere to confidentiality requirements.

Essential Functions (including but not limited to):

• Provides administrative backup support for Clinical Support Specialist, Intake Coordinator and Medical Office Specialist


• Provides dependable and accurate support in the admissions process in multiple areas while interacting with patients, families, referral sources, co-workers, and vendors. Provides direct assistance to admissions nurses.


• Enters and processes referrals in electronic health record and obtains required documentation from patients’ attending provider and Hospice Medical Director within required timeframes.


• Coordinates medical equipment and supplies needed by patients at the time of admission.


• Works closely with clinical staff to ensure all required admission, discharge/death and transfer documentation is complete in the required timeframes.


• Reviews charts and prepares electronic documentation for required care plan updates prior to each patients’ certification and re-certification period(s).


• Prepares electronic documentation for weekly Interdisciplinary Team (IDT) Meeting; reviews chart and ensures clinical staff has completed required care plan updates.


• Under the direction of a nurse, social worker, or physician, promptly communicates patient needs to staff, pharmacies, durable medical equipment suppliers, patients’ referring/following provider and the Lumina Medical Director.


• Supports program needs as needed


• Supports QAPI in data collection and compilation of compliance presentation materials

• Collects and analyzes the data required by Quality & Compliance to support required compliance and regulatory obligations. Compiles data as needed from a variety of sources, including EMR, to provide data elements necessary for QAPI reports and monthly Dashboard.


• Supports Quality & Compliance in managing Lumina Policies and Procedures, including drafting, revisions and approvals as needed. Helps to identify areas of policy needing review and revision to support changes in regulatory or compliance requirements or changes in Lumina’s operations.

• Understands and adheres to all Lumina policies and procedures contained in the Lumina Employee Handbook.


• Assists in planning organization-wide meetings and events as needed.


• Provides administrative support to the Leadership team as requested for short- and long-term projects.

• Contributes to communication, positive work environment, and team effort.


• Understands and adheres to Lumina Privacy Policy; Lumina Abuse of Vulnerable Persons Policy; and all policies and procedures contained in the Lumina Employee Handbook.


• Performs other duties as assigned.

Working conditions and special requirements:

•  Working hours generally fall between the hours of 8:00 a.m. and 5:00 p.m., Monday through Friday in the office, occasional  evenings and weekends may be required.


• Ability to concentrate in a work environment with many distractions and changing priority needs.


• Physical, intellectual, and emotional capability to perform all essential functions of position. Accommodation for disabilities will be made whenever possible unless such accommodation creates an undue hardship for Lumina.

• Person must have current Oregon driver’s license and acceptable driving record, with full access to an insured vehicle for work with expectation of moderate driving, including occasional night driving.


• Maintain an eligible driving record throughout employment.