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Providence Administrative Assistant - Hospice in Torrance, California


Providence is calling a Administrative Assistant - Hospice (Full-Time/Day Shift) at Providence TrinityCare Hospice in Torrance CA.

We are seeking a Administrative Assistant - Hospice who will be responsible for the coordination and maintenance of the day to day administrative and clerical operations of the hospice team, under the direction of the Patient Care Manager.

In this position you will:

  • Treat all hospice employees, contractors, patients/families and customers with dignity, respect, compassion and tolerance to ensure a high quality, financially prudent system of support for the provision of Hospice services to terminally ill patients and their families

  • Demonstrate awareness of and sensitivity to patients’ rights in all interfaces with patients and families

  • Responsible for triaging calls to the hospice team with timely referral to appropriate staff members

  • Communicate effectively in an open and straightforward manner, including listening skills, and by accessing the appropriate chain of command

  • Provide high quality administrative and secretarial support to the Patient Care Manager

  • Make initial contact with hospice ancillary team members after referral by the Interdisciplinary Group (IDG) and under the direction of the Patient Care Manager

  • Participate in hospice Team Meetings and Support Staff Meetings

  • Maintain productivity standard as set by organization guidelines

  • Assist the Patient Care Manager in implementing office-related policies and procedures for the hospice team

  • Regularly review and evaluate existing clerical processes and revises as necessary with the approval of the Patient Care Manager

  • Coordinate or assist with scheduling of various team meetings as needed to include contacting necessary individuals, reserving time and space, and notifying appropriate staff regarding meeting place and time

  • Meet regularly with the Patient Care Manager to review and discuss the hospice team’s office activities

  • Present job-related issues and concerns to the Patient Care Manager for collaborative resolution

  • Documentation / Information Management:

  • Obtain all pertinent data and referral information on newly referred patients and distribute data to appropriate team members

  • Initiate preliminary medical record for all patients referred to team. Hold chart pending admission

  • Receive admission paperwork and reviews for completeness. Log incomplete paperwork by staff member and follows up to ensure that all paperwork is complete within 2 working days of admission. Report delinquencies to Patient Care Manager weekly

  • Enter patient admissions in database, update census and distribute status changes to data entry and business office

  • Copy and distribute handwritten Plan of Care to the Primary RN, MSW and Chaplain within 2 days of patient admission

  • Enter patient Plans of Care and medication profiles into the database within 1 day of receipt and forwards to Patient Care Manager for review. Make corrections as required by Patient Care Manager and forward preliminary chart to Medical Records within 5 days of admission

  • Assure that all medical record documentation is complete prior to forwarding to Medical Records

  • Track Certification of Terminal Illness forms and Hospice Plans of Care for all patients admitted to the program for the team to ensure timely return of signed and dated documents that are compliant with state and federal regulations

  • Forward newly signed supplemental orders to the Patient Care Manager for revision of the hospice Plan of Care medication profile

  • Enter admissions, discharges, supplemental orders and care plan amendments into the database in a timely manner to assure access by triage personnel

  • With Patient Care Manager’s review and approval, forwards supplemental orders to Data Entry for input

  • Complete discharge list upon receipt of triage report. Make all notifications and forwards status change to Medical Records, data entry and business office. Enter discharges into database

  • Make daily follow-up calls to HMOs/private insurance companies reporting patient deaths/discharges

  • Complete and submit to the Patient Care Manager appropriate reports which include, but are not limited to, hospice team statistical reports, weekly census, recertification lists, managed care reports, outstanding CTIs and Plans of Care, and other tracking forms

  • Track staff credentials to ensure compliance with agency Human Resources standards and state and federal regulations

  • Leadership / Supervision:

  • Participate in orientation, education and development of team members as directed by supervisor

  • Development:

  • Participate in appropriate continuing education as may be requested and/or required by immediate supervisor

  • Accept personal responsibility for other educational activities to enhance job-related skills and abilities

  • Performance Improvement:

  • Participate in the Performance Improvement Program and participates in and adheres to the LCMHS/TrinityCare Hospice Corporate Integrity Plan

  • Budgetary:

  • Order medical equipment (DME) for delivery or pick-up for patients and track same to ensure compliance with DME contractual agreement

  • Seek to complete tasks within regular workday to eliminate overtime unless authorized by the Patient Care Manager

  • Follow Core Value for being financially prudent

  • Participate in team related projects, surveys, and other information gathering activities as requested


Required qualifications:

  • Education to meet certification, license or registration requirement

  • Must be a California licensed driver with an automobile that is in good working order and insured in accordance with state and/or LCMHS/TrinityCare Hospice requirements

  • 3 years experience in home care or hospice in support staff activities

  • Demonstrates pleasant telephone manner, with good oral and written communication skills

  • Demonstrates good computer and typing skills

  • Possesses ability to work under pressure

About the ministry you will serve:

Providence TrinityCare Hospice, established in 1977, is the oldest and largest non-profit hospice in Southern California and the first to be licensed by the State of California. Caring for people in Los Angeles and Orange Counties with professional teams. Providence TrinityCare Hospice is Medicare Certified and Joint Commission accredited. We also provide the only specialized pediatric hospice service in Los Angeles County.

As the only pediatric hospice in Los Angeles County, Providence TrinityKids Care understands the impact a seriously ill child can have on the life of a family. A specialized division of TrinityCare, TrinityKids Care helps children with life-limiting illnesses leave the hospital in order to spend as much time as possible at home with their families.

For information on our comprehensive range of benefits, visit:

Our Mission

As expressions of God’s healing love, witnessed through the ministry of Jesus, we are steadfast in serving all, especially those who are poor and vulnerable.

About Us

Providence is a comprehensive not-for-profit network of hospitals, care centers, health plans, physicians, clinics, home health care and services continuing a more than 100-year tradition of serving the poor and vulnerable. Providence is proud to be an Equal Opportunity Employer. Providence does not discriminate on the basis of race, color, gender, disability, veteran, military status, religion, age, creed, national origin, sexual identity or expression, sexual orientation, marital status, genetic information, or any other basis prohibited by local, state, or federal law.

Schedule: Full-time

Shift: Day

Job Category: Compliance

Location: California-Torrance

Req ID: 294248