Chapters Health

  • Team Secretary

    Job Locations US-FL-Temple Terrace
    Job ID
    6205 LPH Teal
    Full Time Regular
  • Overview

    As a compassionate non-profit organization since 1983, Chapters Health System is committed to enhancing the lives of those affected by advancing age or illness. Through our comprehensive system of healthcare choices, we deliver expert care and heartfelt support to guide the community during the aging and end-of-life journey. From hospice and palliative care for adults and children suffering with life-limiting illnesses to in-home and community-based services for frail but independent seniors, Chapters Health offers a wide range of support services along life's ever-changing landscape. 
    Responsible for the overall clerical support and secretarial functions of a team.


    High School Diploma, AD preferred.
    Ability to communicate in English.
    Previous secretarial experience preferred.
    Excellent typing, organization, time management and communication skills required.
    Computer literate with familiarity of Word Processing and spreadsheet applications preferred.
    Medical terminology preferred.
    Able to remain calm and troubleshoot/handle patient/family crisis' situations.
    Able to shift priorities as needed.
    Ability to manage the emotional stress of working with and caring for terminally ill patients and their families.
    Ability to perform the essential functions and physical requirements (including, but not limited to: lifting patients and/or equipment, bending, pushing/pulling, kneeling) of the job with or without reasonable accommodation.
    Proficiency in multiple software applications, including Solutions, Guardian Rx, Santrax, UltiPro, Microsoft Word, and Excel.

    Job Responsibilities:

    Update the daily census and prepare weekly IDG summary sheet for teams.
    Update changes in Solutions for team within 24 hours, including Survivor Information, physician address and telephone number, transfers onto team, deaths and discharges, change in pay class, change in level of care (i.e. respite, hospice house, routine home care or hospitalization), change n primary or secondary diagnosis, and change in primary or consulting physician. Enter data, corrections, and hurricane information.
    Receives and disseminates documentation submitted by team members for HIM processing.
    Maintains Solution accuracy for LOC and address changes as appropriate.
    Notifies all physicians of death and discharge, including letters completion as per process.
    Track and maintain appropriate quantity of office supplies.*
    Provide typing support to the team, including making entries as directed by CM to the End of Day report, Direct Pay Report, and Adult Failure to Thrive Report. Prepare other reports as requested including all standard letters per established policy and procedures.
    Listen to voice mail for pertinent information to ensure consistency in communication.
    Supports CM in preparation for IDG readiness
    Print Guardian profiles for patients for IDG review.
    Copy and distribute all patient information to appropriate staff as designated per team.


    Answer, screen and log (if necessary) incoming calls for team(s) and direct call appropriately.
    Triage physician order calls to appropriate CM or RN Care Coordinator
    Schedule of Hospice Aide patient visits and network with CM's for approval of changes in such schedules.
    Complete and follow through on requests for SSP HA. Follow though with scheduling process per established policy.
    Enter authorizations in Solutions for transportation, labs, and procedures after approval or denial by CM.
    Print Santrax reports each week as per established policy and procedure.
    Verify that all visits recorded in Santrax are exported into Solutions; make corrections as needed.


    Plan, coordinate, and carry out educational opportunities for the Team Secretary orientee.
    Explain the role and performance expectation for the team secretary in the hospice setting.
    Assist the orientee to identify learning needs.
    Plan for and provide relevant learning experiences to orientee(s) involving the Clinical Manager and other staff, necessary.
    Evaluate competence of orientee utilizing orientation competency checklist.
    Provide prompt and consistent feedback, identifying areas in need of further development to the orientee, Clinical Manager and LPH Float Team manager.
    Coordinate activities with other leads to maintain consistency in practice, establish relationships, and broaden the scope of the program.
    Provide input to clinical leadership and educators regarding patient care experiences for orientation.
    Will serve as EMR mentor and clinical representative as needed.


    All other duties assigned by the CM or designee. *
    Provides support to team in documentation monitoring.
    Maintain an orderly work environment.






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