Coordinator Admissions

VITAS Healthcare; Town of Florida (NY); On-site; USD 42,000 - 62,000; Full time

Job summary

VITAS Healthcare in the United States seeks a skilled Program Scheduler/Referral Coordinator to process referrals via phone, email, fax, and website and to coordinate admissions. The role emphasizes timely admissions, data integrity, and interdepartmental collaboration.

Requirements include 2+ years in medical terminology or call center work, strong communication, 40–45 wpm typing, and the ability to work weekends. High school diploma required; English/Spanish bilingual a plus.

Qualifications

• Two or more years in medical terminology or call center environments.
• Ability to meet goals in a fast-paced, dynamic environment.
• Strong judgment and discretion in working with internal and external callers.
• Excellent written and verbal communication; concierge level of service.
• Proficient with computers, internet, automated systems, and multiple software packages; 45 wpm.
• Experience collaborating with leaders to drive action plans.
• Highly organized; able to manage multiple tasks simultaneously.
• Willingness to work weekends/holidays as needed.
• English/Spanish bilingual a plus.

Responsibilities

• Process new referrals by phone, email, fax, and website inquiries in the best fit for the referral source.
• Follow up on multiple lists of pending patient charts daily.
• Enter accurate information to support data integrity and maximize reimbursement.
• Verify Medicare and Medicaid hospice benefits.
• Notify Managed Care Department of commercial insurances and plans.
• Call patients and families to offer same-day admission to ensure timely enrollment.
• Assign appointments to VITAS Admissions Representatives and provide reports outside of operating hours.
• Complete admission paperwork as needed.
• Explain hospice benefits and services to patients and families.

Skills

Medical terminology

Call center experience

Communication skills

Typing 45 wpm

Bilingual EN/ES (plus)

Multitasking

Education

High school diploma or equivalent

Medical or business office training desired

Tools

Computer literacy

CRM/office software

Job description

• Process new referrals that arrive by telephone, email, fax and website inquiries, in the manner best fitting the needs of the referral source.
• Responsible for routine follow up on multiple lists of pending patient charts daily.
• Enter accurate information to support data integrity and maximize reimbursement.
• Verify Medicare and Medicaid hospice benefits.
• Notify Managed Care Department of commercial insurances and managed health care plans.
• Notify the Marketing Representatives of each new referral outside of the working hours the Program Scheduler, 8pm-8am local time and weekends.
• Call patients and families and offer a same day appointment to ensure a timely admission.
• Seek assistance of the Program Scheduler to determine appropriate staffing and coverage for appointment needs during the hours of 8am-8pm local time, Monday through Friday.
• Explain hospice benefits and services to patients and families as needed.
• Assign appointments to VITAS Admissions Representatives and provide them with appointment report outside of the hours the Program Scheduler is working, 8pm-8am local time and weekends.
• Complete admission consent paperwork as needed.
• Update referral sources on the status of their referred patients when appropriate.
• Establish and maintain effective relationships with internal and external customers.
• Take report from VITAS Admissions Representatives and accurately document the outcome.
• Verify discharge plans and facilitate the delivery of Home Medical Equipment prior to discharge.
• Supports coworkers and encourages a sense of teamwork amongst peers.
• Provide training and mentoring to new team members as assigned.
• Other duties and special projects as determined by the department supervisor or director.
• Participate in morning check in meeting with the Program Scheduler to review staffing/scheduling needs for the day.
• Will support the VITAS Mission, Core Values, and Care Connection Center cultural platforms at all times.

QUALIFICATIONS

Two or more years related experience in medical terminology and/or in a call center environment

• Ability to attain goals in a fast-paced, dynamic environment
• Ability to exercise considerable judgment and discretion in establishing and maintaining strong partnering relationships with internal and external callers
• Superior ability to effectively communicate at all levels of the customer interaction to include both verbally and in writing to provide a concierge level of service
• Working knowledge of computers, internet access, and the ability to navigate within an automated systems and a variety of software packages, and type minimum 45 wpm
• Prior experience in working collaboratively with other functional leaders to drive action plans.
• Must be highly organized and able to manage multiple responsibilities and work on various assignments simultaneously
• Model positive behaviors that are focused on supporting: integrity, valuing diversity, innovation, building relationships, customer focus and teamwork.
• Ability to communicate tactfully with department heads, managers, coworkers and vendors to resolve problems and negotiate resolutions
• Ability to work weekends and holidays as necessary to support the operations of the Care Connection Center.
• Ability to type at least 40 WPM
• Bilingual in English/Spanish a plus

EDUCATION

• Completion of high school or basic education equivalency required.
• Medical or business office education or training desired

SPECIAL INSTRUCTIONS TO CANDIDATES

EOE/AA M/F/D/V