Chapters Health

  • Department Secretary Patient Access

    Job Locations US-FL-Tampa
    Job ID
    5415 LPH Patient Access
    Full Time Regular
  • Overview


    Responsible for all administrative and secretarial duties for the Patient Access Director or Manager, assuring that general administrative, clerical and secretarial office services are completed in a timely, efficient and effective manner. Provides other administrative secretarial and special project support within the department as directed. Effectively communicates with staff, patients, families, external agencies and physicians.



    • High school diploma; Associate’s degree preferred, but not required, if warranted by previous related work experience
    • Three years’ progressively responsible administrative assistant/executive secretarial experience
    • Well-developed time management and organizational skills
    • Strong computer skills including word processing and spreadsheets
    • Ability to handle physical workload involved and stress of working in hospice care
    • Ability to work with limited supervision and prioritize multiple tasks under minimal direction
    • Ability to lead by example, adhering to the highest standards of professional work ethics and confidentialityCompetencies:


    • Must satisfactorily complete competency requirements for this position.Responsibilities of all employees:


    • Represent the Company professionally at all times through care delivered and/or services provided to all clients.
    • Comply with all State, federal and local government regulations, maintaining a strong position against fraud and abuse.
    • Comply with Company policies, procedures and standard practices.
    • Observe the Company's health, safety and security practices.
    • Maintain the confidentiality of patients, families, colleagues and other sensitive situations within the Company.
    • Use resources in a fiscally responsible manner.
    • Promote the Company through participation in community and professional organizations.
    • Participate proactively in improving performance at the organizational, departmental and individual levels.
    • Improve own professional knowledge and skill level.
    • Advance electronic media skills.
    • Support Company research and educational activities.
    • Share expertise with co-workers both formally and informally.
    • Participate in Quality Assessment Performance Improvement activities as appropriate for the position.Job Responsibilities:


    • Provide administrative assistant and secretarial support for the Patient Access Director and/or Manager.
    • Provide other administrative secretarial and special project support within the department as directed.
    • Coordinate, schedule and set-up for meetings; prepare agendas; handle meeting minutes.
    • Provide back up support for the Patient Access Associates, as needed
    • Manage mailings, duplication and dissemination of information.
    • Provide oversight of volunteers related to preparation of Hospice Resource Manual and Care Guide.
    • Plan, schedule and carry out special projects.
    • Prepare and process correspondence, both internal and external, for staff.
    • Prepare and maintain monthly staffing schedules for department.
    • Organize, maintain and update departmental files of Patient Access staff.
    • Set up room and take minutes for monthly Patient Access Department meeting. Distribute minutes to staff in timely manner.
    • Orient new staff to department. Distribute cell phones and get new employee information to communications department designee to set up voicemail box, wireless office (text paging system), group voicemail box, and setup mailbox in copy/mail room.
    • Coordinate, schedule, and set up meetings, as requested. Take and transcribe meeting minutes, as needed.
    • Maintain electronic payroll, as need, for Patient Access Department.
    • Provide reporting for Management and RNs, as requested.
    • Order office supplies.
    • Create Admission Log template on shared drive each month for department’s use.
    • Process staff business card requests through Marketing Department.
    • Perform other duties as assigned.


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