UVM Health Network - Home, Health and Hospice
Team Assistant II - Specialty Care
UVM Health Network - Home, Health and Hospice, Colchester, Vermont, us, 05446
Position Summary
The team assistant is responsible for scheduling staff for a specific discipline and providing clerical and administrative support necessary to assure delivery of best possible care to patients and families. Key responsibilities include receiving and triaging team phone calls, coordinating services, and communicating with patients, physicians, and staff. Key Responsibilities
Receive referrals from Intake, schedule admissions, and assign a case manager. Complete and coordinate scheduling for a discipline team on an ongoing basis; track and review field staff daily schedules. Assign patients to the appropriate interdisciplinary team members and maintain effective communication with field staff and clinical team manager. Respond to all telephone calls directed toward the team and pass on appropriate information to team members. Schedule meetings as requested by the clinical team manager and take minutes as needed. Ensure workflow processes are timely: track referrals and submission of admission documentation within 24 hours; track recent five‑day windows and process transfers. Support the team in meeting clinical, patient satisfaction, and financial outcome goals. Type, proofread, and send correspondence as requested by the clinical team manager and clinicians; create and maintain forms, reports, logos, and other documents; compile reports and organize and maintain files and records. Prepare lab requisitions as requested. Order and maintain an inventory of office and clinical supplies and equipment. Establish and maintain on‑call schedule; establish and maintain on‑call and off‑shift schedules as needed. Maintain calendar of time off as approved by clinical team manager. Assist with preparations for weekend work. Adhere to the confidentiality policies and procedures of the organization. Provide exemplary customer service to all internal and external customers. Demonstrate accountability and follow through of all designated tasks. Demonstrate commitment to the IDT team members and associated patients. Perform any other duties as assigned by supervisor. Minimum Qualifications
Associates degree in business or other appropriate discipline. Two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills were acquired. Must demonstrate and maintain any required competency. Speak, read, and write in English. Be honest, self‑directed, possess initiative, display good judgment, and maintain a positive attitude toward daily activities. Communicate clearly and effectively both orally and in written work. Work cooperatively and productively with employees, clients, customers, and the public. Maintain satisfactory standing with the Adult Abuse Registry, Child Abuse & Neglect Registry, Vermont Criminal Information Center, and OIG. Be free from the illegal use and effects of drugs and alcohol in the workplace. Carry out job functions without risk of harm to the health and safety of self and others. Hold a valid driver's license and have a reliable, insured vehicle, as required by the organization. Previous experience in a medical setting, good working knowledge of medical terminology, and ability to converse clearly and comfortably with patients, staff, and outside individuals. Working Conditions
Travel may be required. May work in community‑based settings, clients' homes, and outdoors. May work during non‑business hours. May encounter hostile and emotionally upset clients, family members, visitors, and staff; stress due to a demanding profession; exposure to blood‑borne pathogens; environmental exposures such as inclement weather, animals, firearms, tobacco use, dust, and other client‑based activities and preferences. Essential Physical Requirements
Walk, sit, stand, bend, lift, and move intermittently during working hours. Push, pull, and lift from the floor up to a total of 50 pounds. Navigate stairs of varying heights and degrees. Maintain balance, kneel, crouch, stoop, twist, reach below waist level, overhead, and torso level. Use manual finger dexterity to perform duties and use equipment. Have adequate visual acuity to drive, use office equipment, and perform duties. Have adequate auditory acuity to assist individuals in person and by telephone. Performance Standards
Maintain effective communication workflows and track required documentation within stipulated timeframes. Provide exemplary customer service and demonstrate accountability. Protect privacy and confidentiality of clients, co‑workers, and organization operations. Adhere to all organization policies and safety practices. Participate in educational programs and complete mandatory competencies. Contribute to a positive work environment and proactively seek improvements to systems and processes. Professional Accountability
Demonstrate a commitment to the mission and values of the organization. Communicate respectfully and effectively in all interactions. Protect confidentiality and comply with policies related to protected health information and data security. Conduct self in a safe manner by adhering to all safety practices, rules, and standards. Maintain integrity in work habits and use of organization resources. Report concerns and complaints regarding abuse, neglect, and exploitation in accordance with Vermont State Law and organization policies. Advocate for improvements to organization services through participation in team meetings, projects, and committees.
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The team assistant is responsible for scheduling staff for a specific discipline and providing clerical and administrative support necessary to assure delivery of best possible care to patients and families. Key responsibilities include receiving and triaging team phone calls, coordinating services, and communicating with patients, physicians, and staff. Key Responsibilities
Receive referrals from Intake, schedule admissions, and assign a case manager. Complete and coordinate scheduling for a discipline team on an ongoing basis; track and review field staff daily schedules. Assign patients to the appropriate interdisciplinary team members and maintain effective communication with field staff and clinical team manager. Respond to all telephone calls directed toward the team and pass on appropriate information to team members. Schedule meetings as requested by the clinical team manager and take minutes as needed. Ensure workflow processes are timely: track referrals and submission of admission documentation within 24 hours; track recent five‑day windows and process transfers. Support the team in meeting clinical, patient satisfaction, and financial outcome goals. Type, proofread, and send correspondence as requested by the clinical team manager and clinicians; create and maintain forms, reports, logos, and other documents; compile reports and organize and maintain files and records. Prepare lab requisitions as requested. Order and maintain an inventory of office and clinical supplies and equipment. Establish and maintain on‑call schedule; establish and maintain on‑call and off‑shift schedules as needed. Maintain calendar of time off as approved by clinical team manager. Assist with preparations for weekend work. Adhere to the confidentiality policies and procedures of the organization. Provide exemplary customer service to all internal and external customers. Demonstrate accountability and follow through of all designated tasks. Demonstrate commitment to the IDT team members and associated patients. Perform any other duties as assigned by supervisor. Minimum Qualifications
Associates degree in business or other appropriate discipline. Two to three years of relevant clerical and administrative experience, or a combination of education and experience from which comparable knowledge and skills were acquired. Must demonstrate and maintain any required competency. Speak, read, and write in English. Be honest, self‑directed, possess initiative, display good judgment, and maintain a positive attitude toward daily activities. Communicate clearly and effectively both orally and in written work. Work cooperatively and productively with employees, clients, customers, and the public. Maintain satisfactory standing with the Adult Abuse Registry, Child Abuse & Neglect Registry, Vermont Criminal Information Center, and OIG. Be free from the illegal use and effects of drugs and alcohol in the workplace. Carry out job functions without risk of harm to the health and safety of self and others. Hold a valid driver's license and have a reliable, insured vehicle, as required by the organization. Previous experience in a medical setting, good working knowledge of medical terminology, and ability to converse clearly and comfortably with patients, staff, and outside individuals. Working Conditions
Travel may be required. May work in community‑based settings, clients' homes, and outdoors. May work during non‑business hours. May encounter hostile and emotionally upset clients, family members, visitors, and staff; stress due to a demanding profession; exposure to blood‑borne pathogens; environmental exposures such as inclement weather, animals, firearms, tobacco use, dust, and other client‑based activities and preferences. Essential Physical Requirements
Walk, sit, stand, bend, lift, and move intermittently during working hours. Push, pull, and lift from the floor up to a total of 50 pounds. Navigate stairs of varying heights and degrees. Maintain balance, kneel, crouch, stoop, twist, reach below waist level, overhead, and torso level. Use manual finger dexterity to perform duties and use equipment. Have adequate visual acuity to drive, use office equipment, and perform duties. Have adequate auditory acuity to assist individuals in person and by telephone. Performance Standards
Maintain effective communication workflows and track required documentation within stipulated timeframes. Provide exemplary customer service and demonstrate accountability. Protect privacy and confidentiality of clients, co‑workers, and organization operations. Adhere to all organization policies and safety practices. Participate in educational programs and complete mandatory competencies. Contribute to a positive work environment and proactively seek improvements to systems and processes. Professional Accountability
Demonstrate a commitment to the mission and values of the organization. Communicate respectfully and effectively in all interactions. Protect confidentiality and comply with policies related to protected health information and data security. Conduct self in a safe manner by adhering to all safety practices, rules, and standards. Maintain integrity in work habits and use of organization resources. Report concerns and complaints regarding abuse, neglect, and exploitation in accordance with Vermont State Law and organization policies. Advocate for improvements to organization services through participation in team meetings, projects, and committees.
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