Assistant - Front Desk - Hospice

Job Category:

Administrative & Clerical

Work Shift/Schedule:

8 Hr Morning - Afternoon

Northeast Georgia Health System is rooted in a foundation of improving the health of our communities.

About the Role:

Job Summary

The Front Office Assistant provides essential clerical and administrative support to the hospice and palliative care departments. Key responsibilities include managing health information, preparing reports, and generating and distributing regulatory correspondence to referring providers. This role also handles incoming calls from patients and families, offering triage and guidance as needed.
In addition, the Front Office Assistant oversees the hospice supply chain, including inventory management, ordering supplies, and fulfilling outgoing supply requests for field clinicians. This position also serves as the primary receptionist for the hospice department, ensuring a welcoming and organized front-office experience.

Minimum Job Qualifications

Licensure or other certifications:
Educational Requirements: High School Diploma. Current Georgia Certified Nursing Assistant Certification is acceptable as minimum educational requirement, in lieu of high school diploma.
Minimum Experience: Two (2) - five (5) years clerical or C.N.A. experience, good typing skills, strong computer knowledge.
Other:

Preferred Job Qualifications

Preferred Licensure or other certifications:
Preferred Educational Requirements:
Preferred Experience:
Other:

Job Specific and Unique Knowledge, Skills and Abilities

Good people and communication skills
Good typing skills
Excellent computer knowledge; including Word, Excel, PowerPoint, and other systems
Good sense of organizational skills
Presents a positive image and voice of the organization through interactions with patients, visitors, and employees

Essential Tasks and Responsibilities

Responds to incoming calls, ensuring timely and appropriate follow-up. Escalates concerns to the patient care team for further evaluation. Offers clear guidance and answers questions from patients, families, and visitors regarding hospice policies and procedures, maintaining a compassionate and informed approach.
Creates an encounter in Epic and thoroughly documents each call to ensure accurate documentation in the patient’s medical record.
Responsible for maintaining appropriate par levels for hundreds of medical supplies by conducting twice weekly inventory checks, submitting supply orders through the Workday system, and receiving, organizing, and restocking incoming shipments.
Monitors Epic for incoming supply orders, retrieves requested items for field staff, and promptly notifies team members when orders are ready for pickup to ensure patients have the supplies they need in a timely manner.
Maintains daily inventory of emergency medical supplies to ensure stock levels meet operational and patient needs.
Manages inventory, ordering, and restocking of all hospice forms, ensuring form packets are consistently available for field staff.
Inventories, orders and organizes office supplies, as well kitchen and cleaning supplies for the hospice department.
Conducts chart audits upon patient admission to verify that all required regulatory documents are present and accurately completed. Sends admission notification correspondence through Epic to referring provider and primary care physician.
Performs chart audits following patient death or discharge to ensure all required regulatory documentation has been accurately completed and submitted by field clinicians. Sends death or live discharge notifications through Epic to the referring provider and primary care physician.
Coordinates the distribution of bereavement cards to appropriate physicians following a patient’s death, ensuring timely and respectful communication.
Responsible for entering all department work order requests into appropriate system for building maintenance needs, office moves, etc. and is the point of contact for the Plant Operations department.
Facilitates care coordination between hospice and residential care facilities by communicating updated plans of care for each patient to the appropriate facility staff.
Actively participates in the interdisciplinary hospice care team process to support comprehensive, patient-centered care.
Prepares and processes a variety of correspondence for patients, families, physicians, and staff members upon request.
Receives and sorts incoming mail, ensuring timely delivery to the appropriate personnel.
Performs additional duties as assigned to support departmental operations and ensure continuity of care.

Physical Demands

Weight Lifted: Up to 50 lbs, Occasionally 0-30% of time
Weight Carried: Up to 20 lbs, Occasionally 0-30% of time
Vision: Moderate, Frequently 31-65% of time
Kneeling/Stooping/Bending: Occasionally 0-30%
Standing/Walking: Occasionally 0-30%
Pushing/Pulling: Occasionally 0-30%
Intensity of Work: Occasionally 0-30%
Job Requires: Reading, Writing, Reasoning, Talking, Keyboarding

Working at NGHS means being part of something special: a team invested in you as a person, an employee, and in helping you reach your goals.

NGHS: Opportunities start here.

Northeast Georgia Health System is an Equal Opportunity Employer and will not tolerate discrimination in employment on the basis of race, color, age, sex, sexual orientation, gender identity or expression, religion, disability, ethnicity, national origin, marital status, protected veteran status, genetic information, or any other legally protected classification or status.

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