The Staff Assistant III works under the supervision of the Medical Director of the Continuum Project, the Medical Director of the Home Based Palliative Care Program and the Administrative Director of the Division of Palliative Care and Geriatric Medicine at MGH. The Staff Assistant III provides comprehensive administrative functions and project/program management support for both teams, the Continuum Project and the Home Based Palliative Care Program (HBPalC). The successful candidate must be able to work independently, requiring minimal supervision and guidance. Must be comfortable managing multiple tasks and projects, high performer capable of consistent quality work with attention to detail and well-developed organizational skills. Highly flexible to learn and utilize an evolving electronic medical record system (Epic) and demonstrate high levels of resourcefulness and problem-solving ability. A significant portion of this role involves interactions with staff members, physicians, patients and families, meaning exceptional interpersonal and communication skills are required. The Staff Assistant III is a vital member of the Programs' team and must have a desire to continuously identify and recommend process improvements which allow both the Continuum Project and the HBPalC Program to continue to grow in scope and efficiency in the future.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
I. Staff Assistant III Continuum Project
Become familiar with Continuum Project vision, mission and goals
Plan and manage logistics of meetings for 6-7 core team members (coordinate schedules, schedule meetings, book conference rooms, follow-up etc.)
Support staff events (coordinate schedules, book conference rooms, order food, follow-up etc.)
Perform administrative functions, some ongoing and some ad hoc to assist/relieve team of administrative details as needed (i.e. obtain research articles, assist with communications-related activities, help coordinate the ordering of office supplies)
Help support training sessions and coordination of all aspects (i.e., book conference room, order food, compile training packets, on-site support for training)
Extraneous details for each program (refreshments, parking vouchers, speaker gifts/honorariums, special needs of participants, etc.)
II. Patient Service Coordinator Home Based Palliative Care Program
Become familiar with Home Based Palliative Care vision, mission and goals
Manage all new patient referrals - requires screening of all referrals to determine which referrals meet criteria and which do not and handling each situation according to protocol
Effectively communicate with referring providers, case managers, patients and caregivers the status of the referral
Maintain accurate and up-to-date patients lists for several providers
Responsible for enrolling and discharging patients from program
Manage between 5-7 providers calendars, including scheduling all home visits through Epic and any administrative meetings that may occur through Outlook
Check-in and check-out all patients
Cancel/Reschedule patients as needed
Maintain a high level of organization to ensure all patients are seen within the time frame requested - this includes managing the cc'd charts, work queue, recall list, etc. in Epic
Manage program phone line by triaging all clinical calls to appropriate provider, answering all patient/family questions regarding appointments and general program information
Correspond with specialists, PCP's and care managers throughout the Partners Health System regarding current and potential HBPC patients as well as any general program questions
Monitor program's group Outlook inbox for all patient admissions and discharges
Document all team time off requests
SKILLS & COMPETENCIES REQUIRED:
Excellent interpersonal skills and ability to interact professionally at all levels
Strong verbal and written communication skills
Detail oriented and well-developed organizational skills
Ability to multitask effectively and problem solve in a fast-paced environment
Ability to work independently, requiring minimal supervision and guidance
Ability to produce consistent quality work
The successful candidate will be a proactive, self-motivated individual with the ability to work both independently and in a team environment.
Knowledge of Microsoft Office applications (Word, Excel, PowerPoint, Access)
Knowledge of Outlook Scheduling
EPIC experience strongly preferred
Ability to use google maps
Familiarity with Boston and greater Boston geography is a plus
Is knowledgeable and compliant in all hospital, State and Federal regulatory requirements, including the Division's code of conduct, the MGH mission, credo and boundaries, hospital policy and procedures (where applicable to the performance of the job), Joint Commission on Accreditation of Healthcare Organizations (JCAHO), and Health Insurance Portability and Accountability Act of 1996 (HIPAA).
Minimum of a high school diploma or equivalent required. Bachelor's degree preferred.
Minimum of 2 5 years of directly related experience required.
Able to work in a dynamic and fast-paced healthcare environment. This position includes a shared office space in the Division's main offices on the MGH main campus.
Massachusetts General Hospital