Hospice Team Assistant

The overall purpose of this job is to provide administrative, clerical, and operational support to the hospice team. This role ensures efficient daily office operations, supports patient care coordination through scheduling and documentation activities, and promotes a welcoming and professional environment. The Hospice Team Assistant contributes to the delivery of high-quality hospice services through collaboration, effective communication, confidentiality, and a commitment to Immanuel's values.

• Reliable transportation is required as this position will require travel between locations.
• Valid driver’s license and auto insurance at or above Nebraska statutory requirements.

• High School Diploma/GED is required.
• Associate degree in business or related field preferred.
• Equivalent years of experience may substitute for education requirement.

• Two (2) years of receptionist and/or customer service or related experience is required.
• One (1) year of experience working with a frail or elderly population preferred
• Equivalent years of education may substitute for experience requirement.

• Serve as the primary receptionist and first point of contact for employees, volunteers, patients, family members, visitors, and vendors entering or contacting the hospice office.
• Answer, screen, and route incoming telephone calls; take accurate messages and provide general information and assistance as appropriate.
• Receive, process, distribute, and maintain incoming mail and other correspondence, ensuring proper handling of confidential materials.
• Maintain a professional, welcoming, and customer-focused environment that reflects Immanuel's mission and service standards.

• Provide clerical and administrative support to hospice leadership and interdisciplinary team members.
• Support electronic medical record maintenance through document scanning, filing, data entry, record management, and other assigned documentation activities.
• Assist with meeting coordination, preparation of materials, and documentation of meeting minutes for team, quality, and operational meetings.
• Prepare, maintain, and distribute reports, forms, correspondence, and other business-related documents as needed.
• Maintain strict confidentiality of patient, employee, and organizational information in accordance with HIPAA and organizational standards.

• Coordinate and maintain hospice visit schedules utilizing designated scheduling systems and software.
• Assist with the development, maintenance, and communication of staff schedules, calendars, and on-call rotations.
• Support onboarding activities for new hires by coordinating required documentation, communication, and scheduling to ensure a positive and timely onboarding experience.
• Collaborate with leaders and team members to address scheduling changes and operational needs while maintaining continuity of services.

• Monitor and maintain office and medical supply inventories, placing orders and coordinating replenishment as needed.
• Ensure adequate availability of supplies, materials, and resources necessary for daily operations.
• Assist with operational projects, special assignments, and department initiatives that support organizational objectives.
• Prioritize and adjust workload effectively in response to changing demands, deadlines, and business needs.
• Manage office equipment concerns, reporting malfunctions promptly and coordinating resolutions as needed.

• Perform duties in accordance with Immanuel policies, procedures, regulatory requirements, and ethical business practices.
• Participate in quality improvement and performance improvement activities, identifying and reporting compliance concerns when appropriate.
• Maintain required attendance, training, certifications, and continuing education requirements.
• Participate in department meetings, educational programs, and organization-wide initiatives.
• Support workplace safety, emergency preparedness, infection prevention, and disaster response activities.
• Perform additional duties and responsibilities as assigned to support departmental and organizational success.

• Meaningful work: You won’t just have a job; you will have a purpose.  Our Mission impacts the lives of our residents/participants and their families, one another, and our community.
• Growth Opportunities: We invest in your development.  Whether it’s mentorship, training, or advancement, we’re committed to your growth.
• Inclusive Culture: We celebrate uniqueness and foster an environment where everyone feels valued.
• Work-Life Harmony: We believe in allowing you to thrive by leveraging your passion.  Achieve your best work while maintaining a healthy work-life harmony.
• Total Rewards: A focus on feedback and recognition, competitive compensation, a robust benefits package, and perks beyond the basics.
• Intentional Experience: We are very intentional about your employee experience, from Day One Orientation to how we onboard new managers and invest in quarterly and annual leadership training.  

• Immanuel is an Equal Opportunity Employer and participates in E-Verify.
• A background check and drug screen will be required prior to hire.
• Applicants must be currently authorized to work in the United States on a full-time basis.