Admissions Coordinator

Admissions Coordinator Job Description 

The Admissions Coordinator will report directly to the Intake Manager. He/she coordinates the admission of patients to home infusion programs by maintaining admitting guidelines; marketing programs; obtaining patient information; screening patients; completing admissions process; resolving patients dissatisfactions. He/she is responsible for overseeing all referrals until they have gone through the admission or denial process, including coordination of transfers and triages to other pharmacies if we are not the provider. Most importantly, as Admissions Coordinator he/she will maintain positive relationships with all referral offices. 

In this role, he/she will have access to Protected Health Information (PHI) and Electronic Protected Health Information (EPHI), and report directly to the Director of Patient Services. 

Job Responsibilities and Essential Functions  

• Establish and maintain a positive working relationship with patients, providers, and coworkers related to patient referrals.  
• Complete benefits investigation for all patient referrals and active patients as needed within specified time frame which includes obtaining insurance information, prior authorization and utilizing contracting information to estimate the cost of therapy. 
• Actively promote open communication between Heritage Biologics sales teams and operations team.  
• Ensure patient information is obtained efficiently and accurately by requesting insurance and medical information; verifying and clarifying both clinical and demographics information; interviewing patients and family members; explaining admission criteria. 
• Screening patients by comparing patient's condition to admission criteria; evaluating and accepting or rejecting patients; referring patients and family to other programs and institutions. 
• Completing admissions on pending patient referrals which includes communicating and completing financial responsibility forms and conversations, coordinating and arranging physical, social, emotional, and support services requirements, including delivery of therapy.  
• Protecting organization reputation by keeping information confidential. 
• Actively maintain job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks. This includes a quarterly education requirement completed and provided to quality team.  
• Collaborate with the operations team on new patient admissions, including admission call, financial responsibility communication, communicating with provider and patient regarding status of referral.  
• Support the Executive Leadership team on various projects and goals, as needed. 
• Enhancing organization reputation by accepting ownership for accomplishing new and different requests; exploring opportunities to add value to job accomplishments. 

Required Qualifications  

• Bachelor’s degree preferred; High School Diploma required 
• Computer proficiency 
• Excellent and effective communication skills, both verbally and in writing 

• Proficient with Microsoft Office Suite or related software 
• Functional knowledge and use of electronic medical record systems 
• Soft skills required:  

• Conflict Resolution: Skill in addressing and resolving disputes or issues within the team or with external stakeholders. 
• Interpersonal Communication: Proficiency in interacting with various stakeholders, including patients, providers, and other departments. 
• Active Listening: Skill in listening to understand concerns, feedback, and needs, and responding appropriately. 
• Decision-Making: Ability to make informed, data-driven decisions that align with organizational goals. 
• Accuracy: Meticulous approach to reviewing protected health information and referrals from various stakeholders 
• Adaptability & Flexibility: skilled in adapting to industry changes, regulatory updates and organizational shifts while maintaining an ability to remain effective under pressure and managing stress in fast paced environments. 
• Empathy: Ability to understand and address the needs and concerns of patients and payers with compassion. 
• Service Excellence: Commitment to delivering outstanding service and support to internal and external stakeholders. 

• Language Skills: Ability to read, analyze, and technical journals, system application manuals, basic financial reports, and basic legal documents.  
• Mathematical skills: Ability to solve simple math problems and analyze numbers as they relate to necessary job functions. 
• Reasoning Ability: Ability to define problems, collect data, establish facts, and draw valid conclusions. 
• Additional skills required:  

• Multi-tasking, listening, teamwork, people skills, documentation skills, PC proficiency, organization, customer service, creating a safe and effective environment.  

Preferred Qualifications 

• Home care and home infusion experience preferred 
• Specialty Pharmacy Benefits Verification and Prior Authorization experience preferred
• 4 years of health-related experience  

Physical Requirements and Screenings 

Physical Demands:  The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. 

• This role requires a physical presence at our Lee's Summit, Missouri, location. The employee is expected to be on-site during regular business hours. 
• Must be able to lift and carry 20 pounds. 
• While performing the duties of this job, the employee is regularly required to sit and talk or hear. 
• The employee is frequently required to stand, walk, use hands or fingers to handle, or feel and reach with hands and arms. 
• Specific vision abilities required by this job include close vision and ability to adjust focus. 

Travel and Work Location 

• This position is an in-office role. As such, the employee will work onsite during regular business hours to allow for the highest level of collaboration with their team and other departments. 

Other Duties 

The job description and list of duties indicated above is not comprehensive. Duties, responsibilities, and activities may change at any time.