Administrative Outreach Coordinator

The Hub on Smith; Sheridan (WY); On-site; USD 40,000 - 60,000; Full time

Job summary

The Hub on Smith is seeking a compassionate, organized Administrative Outreach Coordinator for full-time work in Sheridan, WY. You will be the first point of contact, connecting clients with essential services and resources to promote independence and well-being.

Join a mission-driven team that serves older adults and the broader community, providing scheduling, documentation, and coordination of care with nurses, therapists, and caregivers. Knowledge of HIPAA/HITECH compliance is beneficial.

Qualifications

• Empathy and strong communication to connect clients with services.
• Ability to coordinate care plans and follow through on referrals.
• Experience in direct client services or home health settings is a plus.

Responsibilities

• Provide 1:1 assistance and connect clients with essential services.
• Coordinate intake, evaluation, and care plan development; monitor progress.
• Act as liaison between patients, families, and healthcare providers to ensure care continuity.
• Manage scheduling, documentation, and records in the EHR system.
• Assist with billing concerns and setting up payment plans as needed.

Skills

Compassionate

Organized

Communication skills

Problem-solving

Customer service

Education

Post-secondary education in related field

Tools

EHR system

Job description

About the Position

The Hub on Smith is seeking a compassionate, organized, and community-minded individual to join our team as a full-time Administrative Outreach Coordinator. In this vital role, you'll be the first point of contact for individuals seeking support, helping connect them with essential services and resources that promote independence and well-being. Ideal candidates are empathetic problem-solvers with strong communication skills and a passion for serving others. Join a mission-driven organization where your work truly makes a difference---every day.

Join us in our mission to celebrate and serve older adults to better our community.

ESSENTIAL JOB FUNCTIONS

Direct Client Services

• Provide 1:1 assistance, information, and services to support independence, quality of life, and dignity.
• Coordinate services, including intake, evaluation, care plan development, and supervision.
• Deliver direct services such as assessments, crisis intervention, outreach, and service closure.
• Act as a liaison between patients, families, and healthcare providers to facilitate seamless care.
• Monitor and follow up on care plans to ensure adherence to prescribed treatments and progress.
• Educate patients and families on home health services, care plans, and available resources.
• Complete home visits for the Home Delivered Meals program and work closely with the Home Delivered Meals Supervisor to ensure client needs are met.

Field Duties

• Conduct in-home visits to assess patient needs and ensure proper care delivery.
• Ensure compliance with individualized care plans and report any changes in patient condition.
• Communicate with nurses, therapists, and caregivers to optimize patient care.
• Deliver or collect necessary documentation from patient homes when needed.
• Participate in community outreach and patient education initiatives.

Scheduling & Coordination of Care

• Assist with patient scheduling to ensure timely visits align with care plans.
• Coordinate appointment changes, cancellations, and reschedules as needed.
• Verify and confirm scheduled visits with patients and families.
• Manage and update patient records in the Electronic Health Record (EHR) system.
• Prepare and organize documentation for patient admissions, discharges, and referrals.
• Work with the Clinical Manager to fill coverage gaps caused by caregiver call-offs.
• Assist with billing concerns and conflicts. This can include setting up payment plans with clients, working out sliding fees, and adjusting care plans.

Education and Training

• Complete 12 hours of job-related continuing education courses annually.
• Observe, teach, and train Homemakers and complete competency evaluations every 180 days.

Administrative & Office Duties

• Answer phone calls, emails, and inquiries related to patient care.
• Process insurance verifications, authorizations, and billing support as needed.
• Maintain confidentiality and ensure compliance with HIPAA and HITECH regulations.
• Follow state and federal rules and regulations, meeting the documentation standards required for Medicaid, the Wyoming Home Services Grant (WyHS), and all insurances used by Help at Home.
• Ensure all home health services comply with state and federal regulations.
• Assist in audits, quality improvement initiatives, and compliance reviews.
• Communicate and work with individuals respectfully.
• Respond promptly to urgent calls related to patient care.
• Ensure immediate follow-up actions are taken as needed.

Administrative & Other Responsibilities

• Schedule patient vi its according to physician orders and care plans
• Communicate shift details to caregivers and confirm attendance.
• Serve as the central communication point to ensure service goals and objectives are met.
• Ensure concerns are properly addressed and resolved.
• Document all calls and emails for tracking and follow-up purposes.
• Participate in Quality Assurance and Performance Improvement (QAPI) meetings to support continuous improvement and compliance initiatives.
• Additional tasks and responsibilities as needed to support the organization's goals and operations.

Physical Demands

• Occasionally transfers and lifts equipment
• Frequently communicates and exchanges information with others
• Frequent local travel
• Regularly observes and assesses clients, staff and volunteers
• May be required to sit at a computer station for extended periods of time to complete essential job functions
• Drives to the home setting, providing own transportation with valid license and insurance
• Meets one of the following criteria:
• Completed at least forty-eight (48) semester hours or seventy-two (72) quarter hours of post-secondary education in a related field.
• Two (2) years of experience in social services working with seniors or people with disabilities.