Administrative Specialist Palliative Medicine

3 weeks ago

Charlottesville, United States Hospice of the Piedmont Full time

The Practice Specialist plays a crucial role in supporting the operational and clinical efficiency of Hospice of the Piedmont's home-based Palliative Medicine program. This position provides comprehensive administrative support across business and clinical functions, ensuring seamless communication, accurate documentation, and proactive management of patient and provider needs. By coordinating scheduling, handling patient communications, assisting with regulatory compliance, and fostering a professional representation of Hospice of the Piedmont, the Practice Specialist helps enhance patient care quality and contributes to the program's mission to support patients, families, and the community navigating serious illness.

Requirements

Education and Experience:

  • Required: High school diploma or equivalent.
  • Preferred: College degree, with recent experience in medical records systems, ideally in a home care or hospice setting.
Skills and Knowledge:
  • Proficiency in medical terminology, advanced computer skills, and ability to navigate clinical software, word processing, and Excel.
  • Strong attention to detail, with proven ability to manage detailed work accurately, efficiently, and effectively, even with frequent interruptions.
Attributes:
  • Excellent written and verbal communication skills; able to work cooperatively and independently, adapting to changing priorities
  • Team-oriented with a commitment to quality patient care, a positive attitude, and an eagerness to learn and engage with patients, staff, and the community.
Responsibilities/General Duties
  • Anticipates and provides administrative support for the clinical and business functions of Palliative Medicine services.
  • Represents Hospice of the Piedmont professionally, upholding the mission, vision, and values of the organization in all interactions with patients, families, and community members.
  • Communicates effectively with patients and families, providing education on palliative and hospice services, explaining program structure, procedures, and expectations, and offering compassionate support for those navigating advanced illness.
  • Maintains compliance with state, federal, and local regulations, emphasizing confidentiality and fraud prevention.
  • Contributes proactively to performance improvement efforts, including supporting programs that enhance patient care and improve reimbursement opportunities.
  • Enhances professional knowledge and shares expertise with colleagues as needed.
  • Manages diverse administrative tasks including: Coordinating EHR-related faxing and uploading, Handling the transfer of patient charts between EHR systems with Intake coordination, Scheduling visits, managing records, and preparing reports.
  • Supports communication with patients, referral sources, and external providers: Primary contact for Palliative Medicine phone inquiries, directing calls and relaying messages. Sets up and monitors the Patient Portal and assists with other patient dashboards. Coordinates communication between internal and external providers.
  • Manages patient appointments and follow-ups: Schedules initial and follow-up visits, verifies appointments, and confirms insurance eligibility. Prepares patient charts, verifies demographics, and tracks necessary documents like DDNR and care plans.
  • Assists with compliance and documentation in EHR: Ensures charts are complete and ready for visits, monitors lab tracking, and maintains regulatory compliance.
  • Completes additional tasks as requested.


Typical Physical Demands/Working Conditions:

- Sit, stand, stoop, bend, reach, lift and walk, climb steps

- Communicate by phone, writing speaking

- Lifting up to 20 pounds

- Drive short/long distances

- General fast-paced work environment

- Regular use of computer screen to complete task

- Requires physical dexterity to operate keyboard

Other:

- Driver's license, personal automobile and current automobile liability insurance

- Frequent travel may be required

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