Facilitates Interdisciplinary Team (IDT) meetings and ensures regulatory compliance regarding participant care plans and documentation. Manages EMR data, coordinates schedules, and supports clinical staff with administrative tasks and reporting.
Requirements summary
Requires a High School Diploma (Bachelors preferred) and 2-5 years of administrative experience, ideally within a medical or elderly care setting. Must possess a valid driver's license and be proficient in MS Office and EMR systems.
With a strong attention to detail and understanding of the PACE policies and procedures, the Administrative Assistant – IDT facilitates processes which support the delivery of high-quality care for PACE participants.
The Administrative Assistant - IDT is responsible for ensuring the members of the IDT of one team uphold the organization’s regulatory requirements as related to participant rights and provision of care. Areas of regulatory oversight provided by this role include but are not limited to the care planning process; documentation of participant assessments, communication, and other activities; service delivery; and provision of services.
This position works under the direction and is supervised by the Senior Director of Day Center Services.
Strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities are necessary.
Supports the smooth functioning of Interdisciplinary Team (IDT) meetings; serves as scribe for Team meetings and facilitates Care Plan meetings. Works closely with team members to coordinate activities that support efficient meetings and uphold the philosophy of the IDT.
In collaboration with Sr. Director of Day Center Services and managers of IDT disciplines, ensures requirements are met related to care plans, assessments, SDRs, grievances, RCA-event reporting, etc. Follows processes that facilitate compliance.
Provides a supportive role to team members by taking notes, sending out task reminders, raising outstanding tasks in team meetings, and confirming the completion of tasks in a timely manner.
In collaboration with IDT managers, prepares and delivers IDT education in such areas as regulations, compliance, and documentation to assigned teams.
Documents and monitors assigned teams' Service Determination Requests (SDRs) and appeals, ensures approved services are provided and all documentation is complete and accurate. Contacts participants to notify of an SDR decision when appropriate.
Collects, maintains, and analyzes data to produce regular reports as assigned. This work will require proficient use of the EMR.
Runs and distributes reports of indicators and team requirements based on the checklist, such as unsigned notes, CP bumps, etc.
Serves as a resource to the participants on their team and aids in problem solving by responding to basic inquiries, and returning phone calls.
Demonstrates proficient use of EMR; serves as subject matter expert on designated areas of the EMR; submits tickets for errors/issues with EMR.
Reviews care plans to ensure all elements have been completed by appropriate IDT members; reminds team members when missing information or anticipating delays in care planning.
Performs tracking and documentation activities that improve care for participants as directed by supervisor. Such projects may include documenting on call notes for their team and assigning follow up tasks, and tracking “last touch” for identified participants.
Schedules and coordinates meetings for IDT members with participants and families as needed.
Gathers documents needed for external providers such as nursing homes and follows policy to ensure safe transitions.
Enters in EMR authorizations and end dates of hospitalizations, ALF, SNF, and NH admissions as well as Careforth. Ensures that the work is completed by all responsible parties.
Assists social workers with Medicaid certifications and recerts by completing and submitting paperwork required by the State.
Provides participant change of address notifications to RI DHS.
Performs required documentation in the medical record that includes opening care plans; creating draft care plans; updating team assignments; updating participant contact information
Maintains skills level tracking for clinical staff. Generates skill level notifications, sends to appropriate facilities and notes return with signature. Obtains necessary documentation from skilled facilities to evaluate progress/skilled needs. Performs these tasks for teams assigned.
Gathers and ensures completion of paperwork for referrals to nursing facility (for skilled, respite care or custodial placement) & ALFs from PACE or from the community and faxes to appropriate facility according to standard operating procedure for teams assigned.
Triages phone calls for the IDT and manages messages of importance that need immediate assistance. (clinical/medical phone calls are triaged by nursing and the Health Center Administrative Assistant)
Performs miscellaneous job-related duties as required and assigned.
Required Skills & Abilities
Ability to maintain confidentiality Ability to prioritize tasks Proficiency with MS Office Suite or similar software Proficiency with Excel; ability to produce graphs and data driven reports Dependable and punctual with ability to maintain consistent attendance Ability to read, write and comprehend English Ability to maintain sound judgement under stress and communicate effectively
Education Requirement: High School Diploma or Equivalent, Required Bachelors, Preferred
Physical Requirements
Must be able to tolerate prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds and at times up to 25 pounds. Must be able to navigate various departments of the organization's physical premises as well as related community care settings. Must be able to tolerate conditions typically associated within a medical office and/or home care setting including potential exposure to bloodborne pathogens and infectious diseases.
Experience
2 to 5 years of Administrative Support Experience, Preferred 1 to 3 years of Medical Office/Clinical Experience, Preferred 1 to 3 years of EMR Experience, Preferred 1 year of experience working with a frail or elderly population, Preferred
Licensure & Certification Requirements: None
Position Requirements
Driver's License & access to reliable transportation; community-based travel required.
