Care Manager Assistant

Clerical Support Position

A highly organized individual who will provide strong clerical support to the unit based care managers by handling all clerical responsibilities.

Essential Functions and Responsibilities Includes the Following:

1. Understands and adheres to the WPH Performance Standards, Policies and Behaviors
2. Performs office assistant and secretarial functions for the department, including but not limited to issuing the admission and discharge Medicare and non-Medicare appeal notifications, scheduling of all PCP after care appointments and assisting with obtaining transportation, assist with obtaining authorizations for post care facilities and durable medical equipment and ensuring a discharge "time out" is completed on every discharge.
3. Assist the Care Manager with all of the steps necessary for discharging a patient, utilizing a discharge checklist
4. Work with Teletracking milestones for discharge and care coordination
5. Performs receptionist duties and responsibilities as required for the department, including but not limited to greeting and directing employees and visitors, responding to telephone inquiries.
6. Create the required forms needed for documentation of regulatory and operational functioning of the department.
7. Create a filing and tracking system for the storage and retrieval of all archived documents.
8. Mailing and tracking of documents being mailed for regulatory reasons.
9. Maintain statistics and submit monthly to Director of Care Management
10. Performs all other related duties as assigned

Education & Experience Requirements

• High School Graduate Required
• 3 years' experience in a Hospital Care Management Department highly preferred
• Knowledge of Insurance and Medicare regulations
• Knowledge of discharge planning process and regulations
• Knowledge of medical terminology

Core Competencies

• Ability to speak, write, understand and communicate in English language
• Perform multiple duties in a high volume area
• Demonstrates analytical skills as well as accuracy and attention to detail.
• Efficiently balance visitors, phone callers, and secretarial duties
• Ability to deal professionally and efficiently with all staff and all levels of management and external constituencies
• Self-starter, self-motivated and ability to work without supervision
• Flexible, organized and able to set priorities
• Excellent telephone manners and good communication skills
• Exhibit courteous, cooperative and professional attitude at all times
• Retains composure under stress

Physical/Mental Demands/Requirements & Work Environment

• May be exposed to chemicals necessary to perform required tasks. Any hazardous chemicals the employee may be exposed to are listed in the hospital's SDS (Safety Data Sheet) data base and may be accessed through the hospital's Intranet site (Employee Tools/SDS Access). A copy of the SDS data base can also be found at the hospital switchboard, saved on a disc
• Must be physically able to stand for extended periods of time

• Must be able to perform word processing/computer work and use of transcription equipment
• Use of hand coordination and finger dexterity
• Must have the ability to concentrate for extended periods of time and with distractions
• Perform repetitive functions
• Ability to read and follow written and verbal instructions
• Ability to follow through on assignments without supervision
• Ability to take initiative and be creative with workflow
• Ability to communicate effectively, create form documents and compose correspondence.
• Ability to monitor flow of traffic (visitors, meetings, phone calls) and assess priorities
• Must be highly organized
• Must have ability to multitask
• Good vision and excellent hearing

Primary Population Served

Check appropriate box(s) below:

Neonatal (birth 28 days) - Patients with exceptional communication needs

Infant (29 days less than 1 year) - Patients with developmental delays

Pediatric (1 12 years) - Patients at end of life

Adolescent (13 17 years) - Patients under isolation precautions

Adult (18 64 years) - Patients with cultural needs

Geriatric (> 65 years) - All populations

Bariatric Patients with weight related comorbidities - Non-patient care population

The responsibilities and tasks outlined in this job description are not exhaustive and may change as determined by the needs of White Plains Hospital.