Administrative Coordinator

Summary: Provides administrative and clerical support for Hospice by handling communications, performing data entry and maintaining the flow of documentation necessary for department/agency operations. 

Essential Duties and Responsibilities: 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:  

• Obtains all pertinent documentation necessary for admission: History and Physician, Insurance info, Labs, Med List, Order, etc. 
• Directs all daily patient referral and intake operations including providing direct oversight of the establishment and implementation of intake. 

• Ensures compliance with all state and federal referral/intake regulatory requirements. 
• Establishes and maintains positive working relationships with current and potential referral sources, internal and external. 
• In cooperation with DCS/Administrator, ensures seamless transition of patients to hospice by providing telephonic patient/family education and preparation for home care with interdisciplinary team members.   Gathers admission information and registration of incoming patients along with receiving, responding to, and directing patient communications, including phone calls, emails, and other interactions. 
• Gathers, collates, and reports referral statistics including key customer referral trends. Tracks weekly/monthly referral numbers. 
• Maintains an accurate listing of current daily census including activities related to admissions, discharges, pending referrals and transfers. 
• Identifies opportunities for additional or improved services to meet unmet customer needs. 
• Maintains comprehensive working knowledge of the hospice contractual relationships and ensures that patients are admitted according to contract provisions. Assists with maintaining facility and hospital contracts/files. 
• Completes all job duties in a manner that meets the accepted standards of practice and Hospice Policies and Procedures. 
• Works collaboratively with others to achieve goals. 
• Coordinates information sessions, legal, and admissions schedule with Sales and ED. 
• Initiates patient medical record; makes referrals from physician orders for initiation of service and any specific interventions required (i.e. lab draws, dressing changes, medication orders, etc.); ensures documentation is legible and within agency standards. 
• Assists with ordering medical equipment and supplies for patients 
• Participates in training of new staff. 
• Assists in the development of intake/admission policies and processes. 
• Maintain current admission referral board. 
• Complete necessary data entry. 
• Orders and maintains supplies for hospice program. 
• Coordinates and supervises assignments, scheduling and activity of Hospice Aides.  
• Completes verification of Medicare, Medicaid and commercial insurance benefits.  
• Completes prebilling audits of consents for hospice care. 

• Perform any other related duties and responsibilities as assigned and deemed necessary. 

Competencies: 

• Technical Capacity. 
• Organization and Planning Skills 
• Verbal and written communication skills 
• Problem solving ability  
• Attention to detail  
• Reliability 
• Collaboration Skills. 
• Flexibility. 

Supervisory Responsibility:  

This position has no supervisory responsibilities. 

Qualifications/Experience:  

• A minimum of 1 year of relevant experience. 
• Data entry skills. 

Education:  

• Minimum of High school diploma or equivalent. 

Language skills: 

• Ability to read and write English.  Basic computer skills preferred. 

Licenses/Certifications:  

• License Vocational Nurse, preferred not required.  

Physical Requirements:   

• Use hands to grip or feel.  
• Reach with hands and arms.   
• Occasionally required to bend, stoop and kneel. 
• Frequently required to stand on one’s feet for a long period of time.  
• Ability to deal effectively with stress. 

Working Conditions: 

• Works within an office environment, working with computers, computer systems and other office related equipment.  
• Sit, stand, bend, lift, and moves intermittently during working hours.  
• Communicates and interacts with supervisors, peers and subordinates under all conditions and circumstances.  
• Communicates with people outside the organization, representing the organization to customers, the public, government and other external sources, as required. Statement of Understanding: I have read the above job description and essential functions. I understand and agree to carry out these responsibilities as assigned.  I understand and acknowledge that nothing contained in this job description may be construed as limiting the employer’s right to discipline or terminate my employment at any time for failure to perform satisfactorily.