Healthcare Administrative Support Specialist

2 weeks ago

Corvallis, Oregon, United States Lumina Hospice and Palliative Care Full time
Job Description

Clinical Support Specialist

Lumina Hospice and Palliative Care, established as Benton Hospice Service in 1980, is a community-focused nonprofit organization dedicated to providing compassionate care and support for individuals, families, and caregivers facing serious illness or end-of-life challenges.

We are currently seeking a full-time Clinical Support Specialist. This position is essential for supporting the administrative and operational functions of our clinical team, ensuring that we fulfill our mission of delivering compassionate, patient-centered care during critical times. The Clinical Support Specialist plays a vital role in coordinating referral activities for our Hospice and Palliative Care programs, ensuring that clinical documentation is thorough, accurate, timely, and compliant with all relevant regulations and organizational policies.

Key Responsibilities:

  • Deliver reliable and precise support throughout the admissions process, interacting with patients, families, referral sources, colleagues, and vendors, while assisting the admissions nurse directly.
  • Manage the entry and processing of referrals within the electronic health record system, ensuring all necessary documentation is obtained from attending providers and the Hospice Medical Director promptly.
  • Coordinate the provision of medical equipment and supplies required by patients upon admission.
  • Collaborate closely with clinical staff to guarantee that all necessary admission, discharge, and transfer documentation is completed within specified timeframes.
  • Review patient charts and prepare electronic documentation for required care plan updates prior to each patient’s certification and re-certification periods.
  • Prepare electronic documentation for weekly Interdisciplinary Team (IDT) Meetings, ensuring that clinical staff have completed necessary care plan updates.
  • Communicate patient needs promptly to staff, pharmacies, durable medical equipment suppliers, and referring providers under the guidance of a nurse, social worker, or physician.
  • Process the Hospice Item Set questionnaire and submit required data to Medicare for each patient admission and discharge within the designated timeframe.
  • Organize and maintain paper documentation in the patient's legal medical record through scanning and filing.
  • Provide direct administrative support to the Housecalls program, including managing referrals and onboarding new patients.
  • Verify insurance eligibility and preauthorization as necessary.
  • Review authorizations for compliance with HIPAA and release only the minimum necessary information to fulfill valid record requests.
  • Examine patient charts for completeness and ensure records are closed within 28 days following discharge from hospice.
  • Maintain the security and integrity of sensitive data by adhering to organizational data management policies.
  • Answer phone calls and greet visitors professionally, directing inquiries to the appropriate staff as needed.
  • Provide cross-coverage for team members as required.
  • Train volunteers on departmental support tasks while maintaining accountability for the quality and timeliness of their contributions.
  • Participate in agency-wide initiatives and committees as assigned.
  • Engage in Quality Assurance and Performance Improvement (QAPI) activities as requested.
  • Contribute positively to communication and teamwork within the organization.
  • Adhere to Lumina’s Privacy Policy and all relevant policies and procedures outlined in the Employee Handbook.
  • Perform additional duties as assigned.

Qualifications:

  • Strong commitment to serving the needs of terminally ill patients.
  • Bachelor's degree in business, communications, project management, healthcare, computer science, or a related field, or a combination of equivalent experience and education is preferred.
  • Prior experience in healthcare is required.
  • Proficiency in Microsoft Office Suite, Adobe, and SharePoint, along with excellent data entry skills.
  • Ability to learn and adapt to electronic health records software.
  • Willingness to stay informed about evolving hospice professional and regulatory requirements related to clinical documentation.
  • Familiarity with medical terminology and ICD-10 coding is essential.
  • Exceptional oral and written communication skills.
  • Strong organizational and planning abilities.
  • Demonstrated attention to detail and accuracy in all tasks.
  • Customer service experience is preferred.
  • Bilingual Spanish-speaking candidates are preferred.

Schedule: Typical hours are from 8:00 AM to 5:00 PM, Monday through Friday.

*Candidates will be required to pass a background check and drug screening upon receiving a job offer.
**New employees must complete tuberculosis screening and provide proof of hepatitis B vaccination or signed declination.
***Proof of COVID-19 vaccination is required.

Lumina Hospice and Palliative Care is recognized for its commitment to providing exceptional end-of-life care, education, and bereavement services to countless families each year. We understand the unique emotional needs of each patient and family member, and we strive to maintain our reputation for compassionate service delivery as a nonprofit provider.

We offer competitive compensation and a comprehensive benefits package for eligible employees who work regularly scheduled hours of 20-40 each week. Our benefits include premium options for medical, dental, vision, long-term disability, accidental death and dismemberment, and life insurance, as well as access to a Flexible Spending Account or Health Savings Account. Employees also receive mileage reimbursement, a 403(b) retirement plan, vacation and sick time accrual, two personal days, and nine paid holidays.

Working for Lumina Hospice and Palliative Care, a community-based nonprofit organization, may qualify you for the Public Service Loan Forgiveness Program.

Lumina Hospice and Palliative Care is an equal opportunity employer and does not discriminate based on race, religion, color, sex, age, national origin, disability, sexual orientation, veteran status, or any other classification protected by law.

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