Patient Care Coordinator

Kids Unlimited Learning Academy; Searcy (AR); On-site; USD 42,000 - 54,000; Full time

Job summary

Miracle Kids Success Academy and Kids Unlimited Learning Academy seek a compassionate Patient Care Coordinator to join our team. You will help children access services, guide families through complex processes, and coordinate referrals with healthcare professionals to ensure coordinated, high-quality care.

In this role you will promote clinic services, maintain accurate records, assist with referrals and authorizations, and build partnerships with families and community providers to support each

Qualifications

• One year of successful experience in patient care coordination, healthcare administration, case management, social services, or a similar role is preferred.
• Equivalent combination of education and experience may be considered.
• Strong written, verbal, organizational, and interpersonal skills.
• Ability to maintain accurate records and manage multiple responsibilities and deadlines.
• Basic proficiency with electronic records, databases, word-processing programs, spreadsheets, email, and internet-based systems.
• Ability to understand and follow applicable policies, regulations, billing requirements, and documentation standards.

Responsibilities

• Coordinate referrals and enrollment with physicians, therapists, and other providers.
• Schedule evaluations and complete intake processes as appropriate.
• Complete prior-authorization packets for CHMS patients.
• Receive and process initial evaluations and reevaluation reports.
• Coordinate with families and providers throughout enrollment.
• Help families understand and complete paperwork.
• Maintain current CHMS prior authorizations and track approvals, denials, and extensions.
• Document evaluation-tracking information and develop Master Treatment Plans.
• Complete discharge documentation and six-month updates.
• Perform patient chart reviews to verify accuracy and compliance.
• Request missing documentation from team members and maintain records of all services.
• Complete progress notes in the required format for every billed service.
• Ensure progress notes align with diagnoses and goals, and maintain privacy.
• Coordinate care and services with clinical staff, audiology, family psychotherapy, and primary care providers.
• Lead Multidisciplinary Patient Reviews and communicate changes in home environments.
• Monitor daily well-being and identify needs for additional support or social intervention.

Skills

Advocacy

Communication

Organizational skills

Interpersonal skills

Attention to detail

Documentation

Job description

Care for Children. Support Families. Make a Lasting Difference.

Miracle Kids Success Academy (MKSA) and Kids Unlimited Learning Academy (KULA) are seeking a compassionate, organized, and motivated Patient Care Coordinator to join our growing team.

This is a rewarding opportunity for someone who enjoys patient advocacy, care coordination, family support, and community outreach. In this role, you will help children access essential services, guide families through complex processes, collaborate with healthcare professionals, and ensure each child receives coordinated, high-quality care.

At MKSA and KULA, our core values of compassion, excellence, and reliability guide everything we do. We welcome candidates who bring initiative, strong communication skills, attention to detail, and a sincere desire to help children and families thrive.

If you are looking for a meaningful role where you can make a positive impact throughout a child's care journey, we would love to meet you!

About MKSA and KULA

Miracle Kids Success Academy and Kids Unlimited Learning Academy provide Early Intervention Day Treatment services to children with developmental disabilities, developmental delays, and medical needs.

Our multidisciplinary teams work together to provide individualized, patient-centered care that supports each child's development, independence, and long-term success. We also partner closely with families, physicians, therapists, community agencies, and other service providers to address the needs of the whole child.

Position Purpose

The Patient Care Coordinator serves as an important connection among children, families, healthcare providers, clinic employees, referral sources, and community organizations.

This position coordinates referrals and admissions, manages prior authorizations, monitors patient documentation, supports families with access to community resources, and helps ensure continuity of care. The Patient Care Coordinator also promotes clinic services and develops relationships with organizations throughout the community.

What You'll Do

Coordinate Referrals and Enrollment

• Manage referrals for prospective and current patients in collaboration with local physicians.
• Schedule evaluations and complete the intake process when appropriate.
• Complete prior-authorization packets for prospective CHMS patients.
• Receive and process initial evaluations and reevaluation reports.
• Coordinate with families, physicians, therapists, and other providers throughout the enrollment process.
• Help families understand and complete necessary paperwork.

Manage Prior Authorizations and Patient Records

• Maintain current CHMS prior authorizations for assigned patients.
• Submit updated information and continuation requests before authorization expiration dates.
• Track prior-authorization approvals, denials, modifications, extensions, and discharge dates.
• Maintain required evaluation-tracking documentation.
• Develop a Master Treatment Plan for each CHMS patient, obtain required signatures, and provide a copy to the parent or guardian.
• Complete required discharge documentation, including parent surveys and discharge summaries.
• Maintain a tracking system for six-month information updates and complete 180-day follow-up contacts with discharged patients.

Support Quality and Compliance

• Perform patient chart reviews to verify accuracy, completeness, and regulatory compliance.
• Request missing documentation and necessary corrections from the responsible team members.
• Maintain detailed records of all services and interactions with patients and families.
• Complete progress notes in the required format for every billed service.
• Ensure progress notes align with current diagnoses and treatment-plan goals and objectives.
• Complete billing sheets daily for each patient served.
• Protect the privacy and confidentiality of patient and family information.

Coordinate Care and Services

• Work closely with clinical and professional employees to monitor patients and coordinate services.
• Organize audiology services and follow up with primary care providers and parents or guardians as needed.
• Coordinate family psychotherapy appointments and maintain communication regarding changes in family circumstances.
• Lead Multidisciplinary Patient Reviews two weeks after admission and every six months thereafter.
• Communicate relevant family dynamics and changes in the home environment during patient reviews.
• Monitor each child's daily well-being and identify when additional support or social intervention may be needed.

Advocate for Children and Families

• Respond when a child is identified as being at risk due to hygiene concerns, excessive absences, inappropriate clothing, unexplained physical marks, head lice, or other concerns.
• Investigate patient absences and follow up with families when needed.
• Maintain communication with the Arkansas Division of Children and Family Services when appropriate.
• Conduct home visits when necessary to address absences, environmental risks, a death in the family, or other significant circumstances.
• Help families access resources involving food, clothing, school programs, vocational opportunities, and other community support.
• Assist families with forms and applications for programs such as SSI, Medicaid, TEFRA, and ARKids First.

Build Community Connections

• Develop relationships with businesses, healthcare professionals, social organizations, charitable groups, faith-based organizations, public agencies, and private organizations.
• Increase awareness of MKSA and KULA services throughout the community.
• Build relationships with new referral sources and help connect eligible children with available services.
• Represent MKSA and KULA with professionalism, compassion, and enthusiasm.

What Will Help You Succeed

The ideal candidate will:

• Have a genuine passion for helping children and families.
• Communicate confidently and compassionately with families, physicians, employees, and community partners.
• Be highly organized and able to manage detailed processes and deadlines.
• Demonstrate excellent follow-through and documentation practices.
• Approach challenges with sound judgment, initiative, and practical problem-solving skills.
• Balance compassion for families with a strong commitment to regulatory and documentation requirements.
• Work effectively both independently and as part of a multidisciplinary team.
• Remain calm, responsive, and professional in sensitive situations.
• Be comfortable building relationships and representing the organization in the community.

Qualifications

• One year of successful experience in patient care coordination, healthcare administration, case management, social services, or a similar role is preferred.
• An equivalent combination of relevant education and experience may be considered.
• Strong written, verbal, organizational, and interpersonal skills.
• Ability to maintain accurate records and manage multiple responsibilities and deadlines.
• Basic proficiency with electronic records, databases, word-processing programs, spreadsheets, email, and internet-based systems.
• Ability to understand and follow applicable policies, regulations, billing requirements, and documentation standards.

Be the Connection That Changes a Child's Future

For many families, accessing care can feel overwhelming. Your guidance can turn confusion into clarity, connect families with essential resources, and help children receive services that support their development and future.

At MKSA and KULA, your dedication and organizational skills will do more than coordinate services - they will help strengthen families, support our multidisciplinary teams, and open doors for children.

Miracle Kids Success Academy and Kids Unlimited Learning Academy provide equal employment opportunities to all employees and applicants for employment and prohibit discrimination and harassment of any kind without regard to race, color, religion, age, sex, national origin, disability, genetic information, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by applicable federal, state, or local law.