Patient Care Coordinator

Sweetwater Care

Gallatin (TN)

On-site

USD 42,000 - 62,000

Full time

10 days ago

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Job summary

Sweetwater Care in Gallatin, TN is seeking a Patient Care Coordinator (Admissions) to manage the referral-to-admission process for a skilled nursing facility. The role acts as a liaison between referral sources, patients, families, hospitals, physicians, and facility departments to ensure timely admissions, regulatory compliance, and census growth.

The ideal candidate is organized, customer-service driven, detail-oriented, and able to manage multiple priorities in a fast-paced healthcare

Qualifications

High School Diploma or equivalent required.
Experience in healthcare admissions, customer service, case management, or insurance verification preferred.
SNF, post-acute care, or healthcare experience preferred.

Responsibilities

Manage referral inquiries and respond in a timely manner.
Coordinate admission logistics and verify insurance coverage.
Maintain accurate admission records and ensure HIPAA compliance.
Meet with prospective residents and families and conduct facility tours.

Skills

Organization

Customer service

Communication

EMR systems

Attention to detail

Education

High School Diploma or equivalent

Tools

Referral management systems

Electronic medical records

Job description

Patient Care Coordinator (Admissions)

Position Summary

The Patient Care Coordinator serves as a key member of the Admissions team, responsible for managing the referral-to-admission process for a skilled nursing facility. This position acts as a liaison between referral sources, patients, families, hospitals, physicians, and facility departments to ensure timely admissions, exceptional customer service, regulatory compliance, and census growth.

The ideal candidate is highly organized, customer-service driven, detail-oriented, and able to effectively manage multiple priorities in a fast-paced healthcare environment.

Essential Duties and Responsibilities

Referral Management

Receive, review, and respond to referral inquiries in a timely manner.
Communicate with hospitals, case managers, discharge planners, physicians, and other referral sources regarding admission status.
Evaluate referral information for completeness and appropriateness.
Coordinate clinical and financial review processes.
Maintain referral tracking systems and ensure accurate documentation.
Meet established response time expectations for all referrals.

Admissions Coordination

Facilitate a smooth and efficient admission process from referral through arrival.
Coordinate transportation and admission logistics as needed.
Verify insurance coverage and eligibility.
Submit and monitor prior authorization requests.
Communicate admission updates to facility leadership and interdisciplinary team members.
Ensure all required documentation is obtained prior to admission whenever possible.

Family & Resident Relations

Meet with prospective residents and family members.
Conduct facility tours for prospective residents, families, and referral partners.
Explain services, programs, insurance benefits, and admission requirements.
Provide excellent customer service throughout the admission experience.
Conduct admission follow-up visits to ensure resident and family satisfaction.
Address concerns and coordinate service recovery when needed.

Compliance & Documentation

Complete all admission paperwork accurately and timely.
Ensure regulatory compliance with Medicare, Medicaid, managed care, and facility requirements.
Maintain accurate resident records and admission files.
Obtain required signatures and authorizations.
Protect resident privacy and confidentiality in accordance with HIPAA regulations.
Ensure all documentation meets state, federal, and company standards.

Relationship Development

Maintain positive working relationships with referral sources.
Participate in facility marketing and outreach activities as assigned.
Serve as a professional ambassador of the facility.
Assist with community engagement and customer service initiatives.

Performance Expectations

Referral Management

Respond to referrals within established company response time standards.
Maintain accurate referral tracking and follow-up documentation.
Demonstrate urgency in securing admissions opportunities.
Effectively communicate referral status and barriers.

Admissions Performance

Meet admission conversion goals established by facility leadership.
Effectively manage authorization requests and admission timelines.
Minimize delays in the admission process.
Ensure all admissions are coordinated efficiently and professionally.

Customer Service

Deliver exceptional service to residents, families, and referral partners.
Maintain positive resident and family satisfaction feedback.
Conduct timely follow-up visits on all new admissions.
Demonstrate professionalism and compassion in all interactions.

Compliance & Accuracy

Maintain complete and accurate admission records.
Achieve 100% completion of required admission documentation.
Ensure compliance with HIPAA, Medicare, Medicaid, and facility policies.
Demonstrate strong attention to detail with minimal documentation errors.

Teamwork & Communication

Communicate effectively with nursing, therapy, business office, and leadership teams.
Participate in admissions meetings and census discussions.
Maintain a positive, solution-oriented approach.
Support facility census and growth initiatives.

Required Qualifications

High School Diploma or equivalent required.
Healthcare admissions, customer service, case management, insurance verification, or related experience preferred.
Skilled Nursing Facility (SNF), Post-Acute Care, Assisted Living, or Healthcare experience preferred.
Knowledge of Medicare, Medicaid, Managed Care, and insurance authorization processes preferred.
Strong organizational and communication skills.
Proficiency with electronic medical records and referral management systems.
Ability to manage multiple priorities while maintaining attention to detail.

Key Success Factors