Administrative Support Specialist - Hospice Intake

Circle of Life Hospice; Springdale (AR); On-site; USD 45,000 - 52,000; Full time

Job summary

Circle of Life Hospice is seeking an Administrative Specialist with a healthcare focus to support pre-admission, intake, and referral processes. You will manage data flows, medical records, and care navigation tasks while coordinating with clinicians, admission nurses, and liaisons.

The role involves cross-functional collaboration, workflow improvements, and timely communications to ensure compliant patient care processes and efficient operations.

Qualifications

• Minimum 3 years in an Administrative Specialist role with a focus in healthcare delivery.
• Preference for LPN, RMA, or other relevant specialized training.
• Ability to collect and analyze data related to patient care, compliance, and quality improvement.
• Experience creating workflows, monitoring performance, and implementing improvements.
• Experience working with cross functional departments.

Responsibilities

• Pre-Admission & Patient Intake: Copy notes from Referral Manager into SmartMD; send consents for home-based and GIP admissions; contact admits for consent and signatures; schedule APRN/Physician face-to-face appointments.
• Referral Source Follow-Up: Follow up with clinics, SNF/ALF facilities, and Account Executives; close pending lists in RM and Wellsky; pull monthly Referral Summary Reports for Mercy Clinics.
• Medical Record & Data Management: Request and obtain medical records; enter Care Nav referrals with notes and service agreements; track Palliative Care referrals and discharge; update referral accounts in RM and SmartMD for AR/OK; breakout reports by state; CRM support and reports.
• Operational & Administrative Support: Provide phone support for patients, families, referral sources, and staff; update daily admissions and status changes; email weekly schedules to Case Managers; provide backup for census reports; pull and analyze data from Health Pivots; upload meeting notes in Teams.

Skills

Administrative experience

Healthcare delivery focus

Data collection & analysis

Workflow creation

Performance monitoring

Cross-functional collaboration

Job description

REQUIRED SKILLS, KNOWLEDGE, ABILITIES:

Minimum 3 years of experience in an Administrative Specialist role with a focus in healthcare delivery. Prefer LPN, RMA, or other relevant specialized training. Proven ability to collect and analyze data related to patient care, compliance, and quality improvement initiatives. Proven ability to create workflows, monitor performance, and implement meaningful improvements. Must have experience working with cross functional departments.

SPECIFIC DUTY OVERVIEW

1. Pre-Admission & Patient Intake:
   • Copy and paste notes from Referral Manager on all pre-admission and NTUC patients into SmartMD.
   • Send consents for home-based and GIP admissions.
   • Contact home-based admits walking through consent forms, ensuring understanding and timely signature.
   • Coordinate scheduling of APRN or Physician face-to-face (F2F) appointments
2. Referral Source Follow-Up:
   • Follow up with referral sources, including clinics, SNF/ALF facilities, and Account Executives (AEs).
   • Close pending lists in Referral Manager (RM) and Wellsky for patients who are no longer being followed or have passed.
   • Pull monthly Referral Summary Reports for Mercy Clinics.
3. Medical Record & Data Management:
   • Request medical records for home-based admissions from clinics, hospitals, and specialists.
   • Obtain medical records as needed based on requests from admission nurses, liaisons, and Hospice Physicians.
   • Enter and document Care Navigation (Care Nav) referrals, including task notes, contact information, and service agreements.
   • Enter Palliative Care referrals, track consult times, ensure consult notes are signed, email billing info, and monitor patient discharges.
   • Support the entry and update of new referral accounts and physicians in Referral Manager (RM) for Arkansas and Oklahoma.
   • Support the entry and update new referral accounts and physicians in SmartMD for Arkansas and Oklahoma
   • Break out reports by Arkansas and Oklahoma
   • CRM support and reports
4. Operational & Administrative Support:
   • Provide phone support for patients, families, referral sources, admission nurses, and liaisons.
   • Assist with updating daily scheduled admissions and status changes.
   • Email Liaison weekly schedules to all hospital Case Managers.
   • Provide backup support for AM call/EOD census report when BD Manager is unavailable (due to off-site meetings or out of office).
   • Assist with pulling and analyzing data/reports from Health Pivots as needed.
   • Update and upload meeting agenda notes for Admissions, Liaison, and Intake Meetings in Teams.