Respiratory Therapy Administrative Coordinator

Primary Function

The Respiratory Therapist Administrative and Customer Service Representative will support the Respiratory Therapists (RTs) in delivering care to new Positive Airway Pressure (PAP) patients within a hospital-based Durable Medical Equipment (DME) company.

This position includes responsibilities such as scheduling patient teaching sessions, managing referrals, ensuring the completeness of required documentation, answering patient inquiries, and assisting with ordering necessary supplies.

The ideal candidate will have a minimum of 3-5 years of experience working with respiratory patients and a comprehensive understanding of PAP-related regulations, reimbursement, policies, and industry standards.

Duties and Responsibilities

Patient Scheduling and Coordination:

• Schedule one hour PAP teaching sessions for new patients, ensuring the availability of both patients and Respiratory Therapists.

• Coordinate with patients to confirm appointments and provide any required pre-appointment instructions.

• Manage and track appointment scheduling, ensuring that teaching sessions are completed in a timely manner and with minimal delays.

Referral Management:

• Accept new referrals for PAP therapy and ensure all necessary documentation is included and accurate before scheduling patient appointments.

• Review referral documents to verify insurance information, physician orders, patient details, and medical history are complete.

• Collaborate with the medical staff, physicians, and the Respiratory Therapy team to obtain missing or incomplete information on referrals when necessary.

Customer Service and Patient Communication:

• Answer phone calls and return voicemail messages from patients, physicians, and healthcare providers related to PAP therapy.

• Provide general information regarding CPAP therapy, schedule follow-up appointments, and assist patients with their inquiries.

• Address patient concerns in a compassionate and professional manner, resolving issues or escalating to Respiratory Therapists as needed.

Administrative Support:

• Assist with the ordering of PAP supplies, ensuring that patient needs are met promptly and accurately.

• Maintain accurate and organized patient records, updating them as necessary with each interaction or referral within the organizations Electronic Medical Record (EMR).

• Ensure compliance with hospital and DME policies and regulations related to PAP therapy, including HIPAA and insurance requirements.

• Collaborate with other hospital departments and healthcare providers to ensure the smooth flow of information and service delivery.

Compliance and Documentation:

• Ensure that all necessary documentation is complete and compliant with regulatory requirements (e.g., insurance authorizations, physician orders, patient history) prior to scheduling appointments or issuing equipment.

• Stay up to date with regulations, industry guidelines, and hospital policies related to PAP therapy and respiratory care.

• Tracking of PAP related Key Performance Indicators (KPIs).

Supply Inventory and Management:

• Assist with monitoring and managing inventory of PAP supplies, ensuring that stock levels are sufficient, and orders are processed in a timely manner.

• Communicate with suppliers or vendors to order equipment or supplies when necessary.

Requirements:

Education: High school diploma or equivalent required.

Experience:

Minimum of 3-5 years of experience working with respiratory patients, specifically in the management and administration of PAP therapy, required.

Extensive knowledge of PAP equipment, policies, reimbursement, and regulations related to hospital based DME services.

Experience in a healthcare administrative or customer service role is preferred.

Knowledge, Skills, & Abilities:

In-depth understanding of PAP therapy, insurance processes, and respiratory therapy-related regulations (e.g., Medicare, HIPAA).

Strong organizational skills and attention to detail in managing patient records, schedules, and documentation.

Exceptional customer service and communication skills, with the ability to handle patient inquiries and concerns with empathy and professionalism.

Ability to work effectively in a fast-paced environment, managing multiple tasks and competing priorities.

Proficiency in medical software, scheduling systems, and Microsoft Office Suite.

Care New England Health System (CNE) and its member institutions, Butler Hospital, Women & Infants Hospital, Kent Hospital, VNA of Care New England, Integra, The Providence Center, and Care New England Medical Group, and our Wellness Center, are trusted organizations fueling the latest advances in medical research, attracting top specialty-trained doctors, and honing renowned services and innovative programs to engage in the important discussions people need to have about their health.

EEOC Statement: Care New England is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.

Ethics Statement: Employee conducts himself/herself consistent with the ethical standards of the organization including, but not limited to hospital policy, mission, vision, and values.

Americans with Disability Act Statement: External and internal applicants, as well as position incumbents who become disabled must be able to perform the essential job-specific functions either unaided or with the assistance of a reasonable accommodation, to be determined by the organization on a case-by-case basis.