Transportation Office Specialist

Job Summary:

The Transportation Office Specialist plays a key role in supporting seniors in our community through call intake, trip scheduling, and billing adjudication within the Senior Transportation Program. This position ensures the timely completion of all necessary documentation and reports, meeting both funder requirements and organizational policies. 

Supervisory Responsibilities:

·         None.

“80” Duties/Responsibilities:

·         Client Intake & Scheduling: Answer client calls, gather necessary information to address trip needs, and review referrals as needed. Must be comfortable wearing a head set when using the phone.

·         Service Availability: Verify that units are available before scheduling client trips.

·         Trip Scheduling & Coordination: Schedule trips and notify the supervisor of any scheduling requirements so drivers can be assigned to available routes.

·         Billing & Documentation: Collect post-trip documentation and reconcile daily (e.g., trip records, mileage, signed client verifications) to ensure timely billing in compliance with funding requirements. Follow established documentation procedures per COA, Title III, and ESP guidelines. Ensure that units are properly debited from the Care Director system to maintain accurate unit records. Verifies that monthly total units are submitted for payment and reported to the fiscal department. Responsible for billing and learning software programs.

·         Collaboration & Communication: Work closely with the supervisor and drivers to ensure all client needs are met efficiently.

·         Software Proficiency: Develop proficiency with required software and adapt to new programs to ensure smooth and effective program operations.

·         Incident Reporting: Initiate incident reporting and follow MUI procedures as needed, communicating with the supervisor to ensure timely process completion.

·         Confidentiality & Compliance: Ensure compliance with all WCCS, Inc. policies, including HIPAA, confidentiality, Code of Ethics, and relevant APS/911 policies. Safeguard physical security of confidential client records (e.g., route logs, intake forms).

“20” Duties/ Responsibilities:

·         Problem Solving: Address and creatively resolve client issues and concerns within program guidelines.

·         Continuous Improvement: Collaborate with the supervisor on continuous improvement initiatives.

·         Technology Usage: Utilize company-issued productivity devices in compliance with policy, state law, and COA requirements.

·         Training & Development: Complete all required training and stay current with position requirements.

·         Flexibility: Occasionally work outside normal business hours to accommodate special trips or attend trainings/workshops.

·         Other Duties: Perform additional tasks as assigned.