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SUMMARY OF JOB:
The Community Assistant is responsible for performing clerical and secretarial duties so that the community unit operates in accordance with current regulatory standards and guidelines as well as Saint Joseph Villa policies and procedures. The Sister Community Assistant is expected to support the individual sisters and community as needed. This may be in the form of coverage or supporting resident life in other ways, within the individual community. The Community Assistant assists the Pastoral Care minister in meeting the needs of the sisters in the community. The Community Assistant works cooperatively with residents, coworkers, families, visitors and volunteers to create a positive and pleasant environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
- Process new admissions to the floor.
- File appropriate records.
- Assist Nursing Coordinator in initiating and maintaining treatment and medication forms with identification information only.
- Maintain current health care record holders with label status, i.e. room changes, allergies, etc.
- Maintain the order of the current health care record according to policy.
- Answer the telephone, take messages, and direct information as appropriate.
- Process requests for laboratory tests and x-rays. Monitor receipt and forward information as appropriate. Maintain appropriate tickler files.
- Process requests for supplies.
- Process communications to and from appropriate areas related to residents and staff.
- Schedule doctor’s visits for residents, i.e. dentist, outside physician, etc.
- Arrange medical transportation for residents.
- Scan loose reports in the health care records on a daily basis.
- Prepare records of discharged residents for pickup by the Medical Records Department on the day of discharge.
- Respect the confidentiality of resident information and facility information.
- Assist Household Coordinator and Pastoral Care in non-clinical functions of the household related to sister residents.
- Complete annual compliance and HIPAA training and exhibits behavior as set forth by the Code of Compliance in the performance of their duties.
- Adhere to the Organization’s Policies and Procedures regarding the Compliance Program of the organization and is timely in reporting any possible concerns.
- Follow all local, state and federal regulations as they pertain to their position.
- Adhere to the Organization’s Policies and Procedures covering Privacy and Security in the Compliance with HIPAA regulations.
- Complete monthly in-services as required.
- Perform other duties as assigned by the Unit Manager, as needed.
STANDARDS OF EXCELLENCE
STANDARD | EXPECTATION |
Spirit of Unity and Teamwork | Willing to assist and support co-workers; flexible to a change in work assignment; participate in team meetings; value the contributions of all and include all in decisions that will affect them. |
Respect | Recognize the dignity and value of each person; appreciate, embrace and celebrate diversity; speak to others and about others in a kind manner; respond to and give direction with emotional control; maintain privacy and confidentiality in personal matters; always knock on the door before entering a room; treat the property of others carefully and responsibly. |
Spirit of Hospitality and Relationship Building | Greet each person I meet; welcome new residents, families and co-workers; courteous and friendly in manner; build positive relationships. |
Communication | Listen attentively to others and respond respectfully; share important information with those that need to know; address concerns with the appropriate persons and work with them together to resolve the concerns. |
Responsibility, Sense of Ownership and Stewardship | Assumes responsibility for the Villa’s reputation; open to new ideas and new approaches to the job. |
Compassionate Care and Service | Respond to residents needs in a timely manner; take time to speak with family members; give timely feedback to persons who express concerns; foster a healing environment within the Villa community |
EDUCATIONAL REQUIREMENTS:
- Minimum high school diploma or equivalency
EXPERIENCE/KNOWLEDGE/SKILLS:
- Knowledge of technical operation of computers, software, and phone systems
• Ability to communicate verbally.
• Reading/seeing/writing requires far and near visual acuity, field vision, and color vision to read written communications.
• Must be able to write legibly.
PHYSICAL AND ENVIRONMENTAL REQUIREMENTS:
- Light physical effort
- Lift/carry up to 20 lbs.
- Balance of sedentary/mobility work
- Occasional kneeling/stooping/crouching/reaching/bending
- Occasionally moves/lifts supplies or equipment
- Reading/seeing/writing requires far and near visual acuity, field vision, and color vision to read written communications
- Must be able to write legibly
- Eye-hand coordination and finger dexterity to perform the duties of an Administrative Secretary.
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