Team Assistant

Location: Janesville, WI

Full-time | 1.0 FTE (40 hours/week) | Day Shift | Monday-Friday | 8a-5p

Make a lasting impact with Agrace  

Join Agrace, a nationally recognized nonprofit leader in hospice and palliative care. If you are looking for a position that helps support meaningful, patient-centered care, this is your opportunity to make a difference! 

How You’ll Make a Difference (Essential Functions) 

The Team Assistant is responsible for providing administrative support to the homecare and resource clinical teams. Responsibilities include scheduling of staff and reviewing staff time sheets; coordinating and facilitating department meetings; monitoring daily census; and ensuring fulfillment of agency regulatory requirements. 

Key Responsibilities 

Clinical Support  

• Track and coordinate recertification information including physician oral certifications and face-to-face encounter results  

• Lead IDT meetings; including setting agendas, facilitating patient discussions according to Medicare guidelines, entering recertifications, and taking and distributing meeting notes  

• Assist homecare staff with electronic health records  

• Track DME as directed  

Administrative Support  

• Coordinate general meetings; including scheduling, sending invitations, preparing materials and agendas, reserving rooms, assisting with technology, taking and distributing meeting notes, etc.  

• Generate and distribute team correspondence  

• Triage calls to and from clinical staff; relay messages and troubleshoot  

• Run reports at required intervals  

Staff Scheduling and Timekeeping  

• Coordinate staffing to meet patient needs as a result of staff absences  

• Build new hire Epic templates

• Process employee timesheets in timekeeping software; review and track online staff punches and timesheet entries; report discrepancies to the Team Manager  

• Track staff schedules, update appropriate calendars and templates  

• Assist Team Manager with PTO requests, approvals, and denials  

• Report staff scheduling concerns to Team Manager  

Other Duties 

• Complete new hire preparatory duties  

• Participate in internal work groups, meetings and committees relative to position responsibilities.  

• Ensure compliance with Agrace policies and protocols, state, federal, and other regulations. 

You Bring (Qualifications) 

• High school diploma or GED or equivalent combination of education and work experience  

• 3-5 years of administrative support experience required; experience in a health care setting preferred Intermediate Microsoft Office skills  

• Intermediate electronic health records skills; Epic preferred  

• Ability to use multi-line phone systems, messaging systems, and teleconference systems  

• Ability to use proper body mechanics and standard precautions Ability to maintain professional boundaries with patients, families and co-workers 

Benefits 

• Competitive pay with free parking  

• Health, dental, and vision insurance for employees who are hired for 28+ hours per week (.7 FTE +) 

• Retirement plans with employer matching 

• Generous Paid Time Off (PTO) and holiday paid time off 

• Comprehensive onboarding, mentorship, and career development 

About Agrace 

For more than 45 years, Agrace has been an innovator and leader in both caring for patients and their families, and in educating others about death, dying and grief. We are the largest hospice provider in Wisconsin. Well known for end-of-life care, Agrace also serves people across southern Wisconsin who are aging, seriously ill or grieving.  

At Agrace we are strengthened by the unique experiences, cultures and traditions of our staff, patients and clients. 

Together, we pursue a vision in which every Agrace staff member is treated fairly, and every patient and client experiences the respectful, individualized care they need and deserve. 

We foster a culture of belonging that celebrates people’s uniqueness and leads to meaningful, empathetic connections. 

Agrace Health Inc is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran, and basis of disability or any other federal, state or local protected class.