BayCares Coordinator

Position Summary:

As a member of the Bay Cares Program team, you will provide essential administrative support to uninsured individuals seeking healthcare assistance. This includes managing client appointments, maintaining accurate records, and building positive relationships with community partners, organizations, and agencies. Strong communication skills are essential when interacting with clients and stakeholders. You must ensure confidentiality, follow-up, and adherence to Bay Cares policies. The ideal candidate will be organized, friendly, and committed to excellent customer service, while supporting the mission and positive presence of the Bay Cares Program in the community.

Responsibilities:  

• Community Relationship Building: Establish and maintain professional relationships with community partners, organizations, and governmental agencies to promote the Bay Cares program and reinforce its reputation as a caring community resource.
• Phone Screening and Scheduling: Receive incoming calls in a friendly, helpful, and professional manner. Conduct phone screenings and schedule client appointments as needed.
• Client Follow-Up: Follow-up with clients after appointments, ensuring timely completion of all follow-up paperwork and scheduling of necessary pickup arrangements for future appointments.
• Administrative Processing: Handle incoming mail, invoices, medical records, faxes, phone calls, and other correspondence efficiently and accurately.
• Appointment Scheduling and Calendar Management: Maintain and update the Bay Cares client appointment calendar, ensuring all scheduled appointments are accurately recorded and confirmed.
• Data Collection and Documentation: Collect and generate necessary supporting documentation for clients' medical files, ensuring all records are complete and up to date.
• Physician Coordination: Notify and confirm appointment dates and times with clients' physicians and send confirmation details to providers as necessary.
• On-Site Client Interaction: Meet with clients in person for signatures on all necessary paperwork and update health status in the client’s progress notes.
• Documentation and Referral Management: Generate and send supporting documentation related to physician appointments, surgeries, and progress notes. Make both faxed and verbal referrals for ongoing services within Bay Cares and to external agencies.
• File Management and Archiving: Maintain and organize storage records for archived files, ensuring all documents are properly filed and accessible.
• Compliance and Reporting: Adhere to all required reporting procedures for the Bay Cares Program and complete them in a timely manner. Attend mandatory staff training sessions and meetings.
• Other Duties: Perform additional duties as assigned to support the efficient functioning of the Bay Cares Program.

Required Skills/Abilities:  

• Strong Communication Skills: Ability to interact professionally and empathetically with clients, community partners, healthcare providers, and team members both over the phone and in-person.
• Attention to Detail: Excellent organizational skills with a keen eye for accuracy in managing client records, processing documentation, and tracking appointment schedules.
• Customer Service Excellence: Capable of providing top-notch service by addressing client needs, answering inquiries, and resolving issues in a friendly and efficient manner.
• Problem-Solving Abilities: Ability to identify challenges and implement effective solutions, especially when dealing with scheduling conflicts, client concerns, or database discrepancies.
• Multitasking: Strong ability to manage various administrative tasks simultaneously, such as answering calls, processing paperwork, and maintaining records, while staying organized and meeting deadlines.
• Confidentiality & Ethical Conduct: Understanding of HIPAA and confidentiality standards, with a commitment to maintaining the privacy and integrity of client information.
• Time Management: Ability to prioritize tasks effectively to ensure timely completion of follow-up calls, paperwork, and reporting duties.
• Team Collaboration: Willingness to work as part of a multidisciplinary team, collaborating effectively with colleagues and external partners to ensure client needs are met.
• Technical Proficiency: Comfort with using Microsoft Office Suite, client management systems (e.g., BayCares-SmartSimple), and other software tools necessary for documentation and communication.
• Adaptability: Ability to adjust to changes in policies, procedures, and client needs while maintaining a positive and proactive approach.
• Knowledge of Healthcare Systems: Basic understanding of medical terminology, healthcare services, and insurance processes, which supports the management of client information and communication with healthcare providers.
• Cultural Sensitivity: Ability to work with diverse populations and demonstrate respect for clients' unique backgrounds, needs, and circumstances.

Education/Experience:  

• High school diploma or equivalent is required. Additional coursework or certification in healthcare administration, office management, or a related field is preferred.
• At least 1-2 years of experience in an administrative support role, preferably in a healthcare or social services setting.
• Experience in customer service or client-facing roles with strong communication skills is highly desirable.
• Experience with data entry, document management, and appointment scheduling is preferred.

Physical Demands:  

• Sedentary Work: The role primarily involves office-based tasks such as sitting at a desk, working on a computer, and answering phone calls for extended periods.
• Occasional Lifting: May require the ability to lift and carry up to 10-15 pounds, such as office supplies, files, or medical records.
• Extended Hours at a Desk: Prolonged periods of computer use, data entry, and phone handling.
• Manual Dexterity: Requires use of hands for typing, filing, and handling documents.
• Visual and Auditory: Must have the ability to read documents, use computer screens, and hear clearly when answering calls and communicating with clients or colleagues.
• Mobility: Occasionally required to move between different areas of the office or meet with clients on-site for signature collection and document processing.

All requirements in this job description indicate the minimum level of knowledge, skills, and/or abilities deemed necessary to perform the job competently. Job descriptions are an overview of the duties, responsibilities and requirements of the position.  Employees may be required to perform other job-related assignments as requested. 

PanCare of Florida is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law. We believe that diversity and inclusion are key to our success, and we welcome applications from individuals of all backgrounds and experiences.