Reports To: Clinical Supervisor 

JOB DESCRIPTION SUMMARY

The Clinical Administrative Assistant is responsible for providing administrative and clinical operational support while assisting with coordination of patient care activities and daily departmental operations. 

The Clinical Administrative Assistant performs a blend of support, coordination, scheduling oversight, clerical functions, meeting coordination, reporting, and limited patient support duties consistent with hospice standards of care and organizational philosophy. This role requires professionalism, confidentiality, strong organizational skills, initiative, time management, and the ability to work collaboratively across multiple departments while supporting Hospice of Acadiana’s mission and values.

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ESSENTIAL JOB FUNCTIONS/RESPONSIBILITIES

Clinical and Scheduling Support

1. Assists Clinical Leadership with management of staff schedules, patient schedules, and caseload coordination to include inpatient unit
2. Schedules patient visits electronically and coordinates visit frequencies in alignment with the patient’s plan of care and organizational needs with special attention to CMS HOPE guidelines
3. Coordinates face-to-face visits, interdisciplinary meetings, and physician documentation processes as necessary.
4. Reviews electronic faxes, physician orders, certifications, and treatment plans to ensure timely processing and physician signatures.
5. Prepares and distributes patient lists, IDT agendas, reports, and clinical documentation packets as needed.
6. Assists with tracking staffing needs and communicates scheduling concerns to leadership for appropriate resolution.
7. Help coordinate monthly meetings, educational sessions, and team communication initiatives.
8. Maintains confidentiality and accuracy in all clinical, operational, and administrative processes

Materials Management and Operational Coordination

1. Assists with ordering medical supplies, office supplies, and equipment while maintaining accurate inventory records.
2. Supports inventory tracking systems, Medline management functions, and vendor communication.
3. Coordinates communication between leadership, vendors, referral sources, and external partners.
4. Assists with maintaining organizational logs, reports, and operational tracking systems.
5. Prepares weekend reports, DME reports, and operational updates for on-call staff and leadership teams.

Other Duties:

1. Assists with preparation and distribution of emergency preparedness and hurricane information packets.
2. Provides reception coverage during breaks, lunches, and staffing shortages as needed.
3. Collaborates with leadership teams on organizational initiatives, process improvement efforts, and department goals.
4. Performs additional job-related duties and special projects as assigned by leadership