The Interdisciplinary Team (IDT) Secretary performs a variety of administrative support duties for PACE-RI’s Interdisciplinary Team as well as PACE-RI’s Adult Day Center in Westerly (ADCW). The IDT Secretary must possess a wide range of skills and knowledge of organizational policies and procedures. The IDT Secretary assists and directs visitors when needed and resolves Interdisciplinary Team scheduling problems and inquiries; composes, edits and proofreads correspondence; and reports, and prepares a range of administrative documents resulting from IDT decisions and meetings. The IDT Secretary serves as an IT Super User for PACE-RI’s ADCW and provides ancillary administrative support to other departments as necessary.
- Functions as a member of the Super User group. In this capacity, serves as an expert in all facets of the PACE electronic medical record.
- Coordinates transportation. Sets-up standing orders and single trips with PACE-RI’s transportation department as well as other RI and CT vendors. Works with community physicians to identify level of transportation need as appropriate. Keeps track of daily changes and submits complaints in accordance with company policies.
- Completes marketing/township reports quarterly.
- Prepares Adult Day Center Westerly (ADCW) enrollment packets, pre-screens potential participants using the pre-screen form and schedules tours and nursing assessments. Provides tours of the facility when necessary.
- Coordinates and performs a range of staff and/or operational support activities for the Interdisciplinary Team (IDT) and the ADCW. Maintains skills level tracking for clinical staff.
- Works in conjunction with the finance and marketing departments to provide necessary data for grants and other special projects.
Schedules and facilitates ADCW care plans.
- Provides administrative/secretarial support for the IDT and the ADCW such as answering telephones and forwarding appropriately, scheduling appointments and resolving and/or referring a range of administrative problems and inquiries.
- Attends IDT team meetings and serves as documenter when needed or when otherwise requested.
- Operates personal computer to compose and edit correspondence and/or memoranda from verbal direction, or from knowledge of established department/division policies; may prepare, transcribe, compose, type, edit, and distribute agendas and/or minutes of meetings.
- Prepares and tracks all service request documents and composes denial of service letters when appropriate. Maintains log for tracking participant appeals and denials.
- Schedules and coordinates meetings, events, interviews, appointments and/or other similar activities for IDT staff, which may include coordinating intake visits.
- Provides administrative support, formulating letters and mailings and performing special projects as requested.
Performs miscellaneous duties as assigned by supervisor to assist in the daily operations of the day center.
Maintains tracking of all participant hospitalizations and SNF admissions and communicates changes in skill levels to SNFs.
Maintains the Care Plan calendar (in conjunction with the IDT Coordinator) to track schedules and care plans. Informs the IDT of assessments that are due.
Greets and directs participants upon arrival at the ADCW. Accurately records participant arrivals and departures.
Determines appropriateness of visitors for security reasons, ensures they sign in and receive visitor badges.
Develops a basic inventory list in order to maintain office and housekeeping supplies as needed. Places orders and operates within budget for supplies. Maintains contract numbers and order procedures for vendors.
Maintains participant face sheet binder (in nurse’s station) with up to date information.
Mails marketing materials per request of marketing department.
Coordinates participant name tags with receptionist at PACE-RI, Providence. Creates coat tags/name labels for all new participants as needed.
Assists with fundraising and special events as needed.
Serves as reporter for activities and coordinates with Marketing & Communications Specialist for media posts. Ensures participants have granted permission for media release utilizing appropriate form.
- Bachelor’s degree preferred (offset combination of education and experience will be considered)
- 1-3 years of administrative support experience
- 1-3 years of relevant health care related experience
Advanced proficiency in MS Office Suite, especially Word, Excel, PowerPoint.
- Must be positive and professional, with a can-do attitude.
- Ability to successfully manage and prioritize multiple tasks and deadlines.
- Excellent problem-solving skills; solution-oriented mindset.
- Ability to maintain focus in a dynamic environment.
- Ability to maintain integrity of confidential information including HIPAA.
- Valid driver’s license and access to reliable transportation required; (occasional travel to all PACE-RI sites as well as to associated events throughout the state required).