PCM Assistant

At Community Hospice & Health Services and its affiliates, Community Hospice & Health Services Foundation, and CHI Management, Inc. (herein referred to collectively as “CHHS”) you will find a family-based and compassionate work environment. Our goal is to provide a wonderful work experience that allows our employees to thrive by feeling engaged and fulfilled each day. CHHS is the largest and oldest nonprofit hospice, palliative care, and support services provider in the Central Valley.

We are proud to indicate that CHHS has been supporting and providing compassionate and quality services to our community since 1979. Our mission is to embrace individuals and families facing life-changing journeys, enhancing quality of life for all. CHHS is accredited by Community Health Accredited Program (CHAP).

Department: Clinical Services

Reports To: Patient Care Manager

Summary:  Under the supervision of the Patient Care Manager (PCM) or Branch/ACHH Administrator, performs a variety of clerical and support duties associated with the operation of day-to-day activities of the clinical team.

Responsibilities:

• Facilitates acquisition of patient related documents through communication with Community Hospice employees, physicians and/or physician office staff, hospital staff.
• Maintains schedule for MD/NP patient visits at skilled facilities. Schedules Hospice Aide visits and assists with finding coverage when needed. Schedules visits expeditiously considering staff availability balanced with patient/family/facility needs.
• Assists the Patient Care Manager and the clinical team through completion of assigned tasks including faxing, contact with contracted skilled nursing facilities, etc. Facilitate communications among internal and external customers.
• Ensures that documentation in the electronic medical record is complete. Reviews and closes out charts of discharged patients assuring the clinical record is complete. Reviews all patient charts to ensure all required documents are present and data is consistent. Provides clerical support to the Patient Care Manager and the clinical staff. Creates letter of notification of patient death for primary care provider. Completes approved form letters requested by team Social Workers. Prepares chart binders for patients residing at care facilities. Locates partner hospice for patients wishing to travel and initiates Travel contract to assure continuity of care.
• Takes minutes for staff meetings, prepares for Interdisciplinary Team (IDT) meetings and any other meetings as designated by the Patient Care Manager/Administrator and maintains attendance records for all meetings.
• Order and maintain appropriate office supplies.
• Prompt computer input and assembly of information for activation of new patient charts to include scanning/imaging, filing. Tracks all Admissions and Discharges. Processes admission Certification of Terminal Illness.
• Responds to requests for medical records by gathering requested records, presenting to PCM to review and obtains permission to release.
• Prepares documents for patients no longer wishing to remain on services by gathering copies of medical records to be shared with provider assuming care, including letter notification to provider assuming care if needed.
• Processing initial certification and re-certifications of hospice patient care plans and Medicare and Medi-Cal recertification and maintains schedule for physicians and nurse practitioners for required face-to-face visit needs in a timely manner.
• Assembly of materials for Interdisciplinary Team meetings.
• Serves as liaison between the clinical team and other CHHS departments in respect to transfers.
• Assists the Patient Care Manager with ensuring the hospice team/office is compliant at all times with any and all federal, state and CHAP regulations.
• Follows all CHHS policies and procedures including, but not limited to, dress code, communication, safety, infection control, privacy and confidentiality.
• Other duties as assigned, including work in other areas to cover absences or relief to equalize peak work periods or otherwise meet the needs of the organization.

SUCCESS FACTORS:

• Ability to consistently respond to changing situations in a flexible manner in order to meet current needs, such as reprioritizing work as necessary; is tolerant of people and processes and can deal well with change and new information.
• Ability to handle confidential information and disseminate appropriate information to coworkers and other departments.
• Ability to develop and maintain cooperative, constructive relationships with coworkers; relates well to all kinds of people at all levels within and outside the organization.
• Ability to handle multiple projects and tasks simultaneously; uses time and resources efficiently to accomplish work objectives.
• Ability to work in a fast paced, emotional environment and maintain positive work attitude while working with staff, patient and family concerning end of life issues.

• Hospice and/or electronic medical records experience desirable.
• Types 50 WPM, with high level of accuracy.
• Proficient with Word, Excel, and PowerPoint, with some knowledge of Access or other database management desired.
• Knowledge of medical terminology required.
• Graduation from high school or equivalent.
• Good oral and written communication skills.

WORK ENVIRONMENT: This position works in an office environment using a computer and general office equipment.

WORK SCHEDULE: Position is regular full-time required to work a regularly scheduled 40-hour workweek, with overtime as needed to meet the needs of the organization.