Team Secretary - Palliative Care Job at Navian Hawaii in Honolulu

Overview

Join to apply for the Team Secretary - Palliative Care role at Navian Hawaii.

The Team Secretary provides comprehensive administrative and clerical support to the outpatient/community-based palliative care team. This role ensures smooth coordination of patient care activities, supports interdisciplinary team communication, and maintains accurate documentation and scheduling to facilitate high-quality, compassionate care for patients and families.

Responsibilities

• Abides by and demonstrates the company Mission, Vision, and Values through both behavior and job performance on a day to day basis
• Keeps abreast of educational updates in hospice and palliative care and in the field of death and dying
• Able to work harmoniously with a broad range of staff, volunteers and the community as a representative of Navian Hawaii
• Demonstrates knowledge, attitudes, behaviors and skills that are consistent with job description
• Ability to maintain records and prepare related reports
• Ability to identify problems/issues/concerns and actively participate in resolution of problems
• Organized, able to manage multiple tasks at a time, and prioritize tasks
• Familiar with concepts and practices used in a palliative care setting
• Ability to handle crisis situations in a professional manner

Administrative Support

• Manage calendars, schedule patient visits, team meetings, and case conferences
• Prepare, format, and distribute clinical documentation including CTIs, Letters of Incapacity, and care plans
• Maintain and update patient records in electronic health systems
• Coordinate referrals and follow-up communications with external providers and agencies
• Prepare an Agenda and CM folders for Weekly IDG and team meetings with all updates
• Verify accuracy of data entry from completed admissions
• Maintains and update the current census reports
• Participates in special projects and performs other duties as assigned
• Input medication profiles for new admission when help is needed by RN or NP
• Maintain and update patient records in electronic health systems

Communication & Coordination

• Serve as a liaison between patients, families, and the clinical team
• Handle incoming calls and emails with professionalism and empathy
• Relay messages and ensure timely follow-up on patient and family inquiries
• Support coordination of interdisciplinary team activities and documentation
• Establish and maintain effective working relationships with staff, patient/family members, the public, and representatives of other agencies and organizations
• Strong customer service skills and helpful attitude
• Communicate effectively and professionally

Documentation & Compliance

• Ensure all documentation meets regulatory and organizational standards
• Assist with data entry for quality metrics and reporting
• Assist Patient Care Manager with Quality Assessment Performance Improvement
• Maintain confidentiality and comply with HIPAA and other privacy regulations
• Adherence to a code of conduct conducive with the company’s policy
• Demonstrates a commitment to quality and corporate accountability
• Participates in the quality improvement/quality assurance/utilization review program

Team Collaboration

• Support onboarding and orientation of new team members
• Participate in team meetings and contribute to process improvement initiatives
• Provide backup support to other administrative staff as needed
• Reports patient condition and needed follow-up to appropriate personnel in a timely manner
• Answers and distributes phone calls for designated team
• Reports updates and changes to after hours and team as necessary

Knowledge, Skills & Experience

• Demonstrates knowledge, attitudes, behaviors and skills that are consistent with job description
• Ability to establish and maintain effective working relationships with staff, patient/family members, the public, and representatives of other agencies and organizations
• Ability to communicate effectively and professionally
• Ability to handle crisis situations in a professional manner
• Strong customer service skills and helpful attitude
• Ability to identify problems/issues/concerns and actively participate in resolution of problems
• Organized, able to manage multiple tasks at a time, and prioritize tasks
• Ability to maintain records and prepare related reports
• Familiar with concepts and practices used in a hospice setting

Experience & Educational Requirements

• Medical Assistant, or 3 years of medical secretarial experience preferred
• Must have a strong knowledge of medical terminology

Hours

• Generally, Monday through Friday, 8:00am – 4:30pm. Position may require weekend, night or holiday availability

Salary & Benefits

• Salary range: $21.00 to $25.00 per hour
• Why Navian Hawaii? Team-oriented, locally run nonprofit with competitive pay and an excellent benefits package

Job Details

• Employment type: Full-time
• Seniority level: Entry level

Note

All offers of employment at Navian Hawaii are contingent on successful completion of certain requirements which include a legally compliant background check, drug screen and physical exam.