Transportation Coordinator

Gary and Mary West PACE; San Marcos (CA); On-site; USD 26,000 - 37,000; Full time

Benefits offered by this job

11 paid holidays

13 days of PTO

5 days of sick time

5% employer match to 403(b)

No on-call time

Job summary

Gary and Mary West PACE is seeking a Transportation Coordinator to ensure timely, safe access to the PACE center and medical appointments. You will collaborate with participants, caregivers, IDT members, and vendors to maintain schedules and coordinate services.

You will document activities in the EMR, manage communications, and uphold HIPAA and PACE policies while delivering compassionate, patient-centered care and opportunities for growth.

Qualifications

• 1 year of scheduling/transport coordination or related healthcare experience preferred.
• 1 year of experience with frail or elderly population required.
• Experience using EMR and scheduling software preferred.
• Proficient in Microsoft Office (Outlook, Word, Excel).
• Bilingual English/Spanish strongly preferred.
• Excellent organizational skills for multiple priorities in a fast-paced environment.
• Strong verbal and written communication with participants, caregivers, and team.
• Sound judgment, prioritizing urgent needs and resolving conflicts.
• Ability to work independently within an interdisciplinary team.
• Demonstrates flexibility, dependability and customer service.

Responsibilities

• Coordinate and maintain participant transportation schedules for timely access to the PACE center.
• Serve as the primary contact for transportation scheduling, changes, cancellations, and inquiries.
• Collaborate with contracted vendors to resolve transportation issues and improve service delivery.
• Document transportation activities and communications in the EMR.
• Distribute daily transportation schedules to vendors and staff.
• Maintain confidentiality and comply with HIPAA and PACE policies.

Skills

Scheduling

Transportation coordination

EMR

Microsoft Office

Bilingual English/Spanish

Customer service

Education

High School diploma or GED

Tools

EMR software

Scheduling software

Job description

Join the Team Voted Best Place to Work in North County!

Why Work for Gary and Mary West PACE?

Because you're looking for more than just a job - you want work/life balance and the opportunity to make a meaningful impact in the lives of North County seniors and their families.

At Gary and Mary West PACE, we support your personal and professional well-being with:

• Generous pay and a comprehensive benefits package focused on your health and wellness.
• 11 paid holidays, 13 days of PTO, and 5 days of sick time.
• A 5% employer match to our 403(b) retirement plan.
• No on-call time – because your time matters.

We invest in our team with an annual education allowance and a commitment to professional growth, helping you expand your skills and advance your career.

You’ll thrive in a supportive, mission‑driven culture where collaboration feels like family. As part of our multi‑disciplinary team, your voice is heard, and your work is truly valued.

Join us and do your best work‑because here, your contribution matters.

About PACE

Philanthropists Gary and Mary West founded West Health with the mission of enabling seniors to successfully age in place with access to high-quality, affordable health and support services that preserve and protect their dignity, quality of life, and independence. The Gary and Mary West PACE (Program of All-inclusive Care for the Elderly), affiliated with West Health (www.westhealth.org), is a non‑profit that delivers medical, social, and behavioral services to the frail elderly to the North County of San Diego. This PACE center is entrepreneurial in nature and focuses on innovations and bringing new processes to the traditional PACE environment.

We're looking for passionate healthcare providers who want to be part of a team dedicated to enable seniors to live in their communities as independently as possible by providing compassionate, comprehensive health and supportive care.

One Team One Mission

Position Summary

Responsible for coordinating and maintaining comprehensive transportation services for PACE participants to ensure timely, safe, and efficient access to the PACE center and medically necessary appointments. Serves as a member of the Interdisciplinary Team (IDT) and acts as a key liaison between participants, caregivers, internal departments, and contracted transportation vendors to support uninterrupted, high‑quality participant care.

Essential Functions

• Participate as an active member of the Interdisciplinary Team (IDT), contributing to participant care planning and collaborating with team members to support participant care and transportation needs.
• Attend IDT meetings and communicate transportation‑related updates, barriers, and participant needs to promote coordinated, participant‑centered care.
• In collaboration with contracted transportation vendors, coordinate and maintain participant transportation schedules to support timely access to the PACE center, specialty appointments, dialysis, and other medically necessary services.
• Coordinate transportation services with participants, caregivers, IDT members, internal departments, specialty offices, and contracted transportation vendors to ensure transportation needs are met.
• Serve as the primary point of contact for transportation‑related scheduling, changes, cancellations, delays, and participant inquiries.
• Coordinate same‑day transportation changes, urgent requests, and service interruptions while communicating updates to participants, caregivers, staff, and transportation vendors.
• Work collaboratively with contracted transportation vendors to resolve transportation concerns, improve service delivery, and ensure timely participant transportation.
• Utilize transportation scheduling software and the electronic medical record (EMR) to accurately document transportation activities, participant communication, and scheduling updates in accordance with PACE regulations and organizational policies.
• Perform reminder calls related to transportation and specialty appointments, documenting participant interactions in the EMR as appropriate.
• Ensure transportation services are promptly discontinued for participants who are disenrolled, deceased, or otherwise no longer require transportation services.
• Coordinate, monitor, and maintain accurate transportation schedules, manifests, records, and operational data to support daily transportation activities and reporting needs.
• Assist leadership by preparing transportation reports, monitoring service trends, and identifying opportunities to improve transportation efficiency and participant satisfaction.
• Distribute daily transportation schedules, manifests, and related information to transportation vendors and appropriate staff in a timely manner.
• Interact professionally and respectfully with participants, including individuals with cognitive impairment, physical frailty, and their caregivers.
• Maintain participant confidentiality and comply with HIPAA, PACE regulations, and organizational policies and procedures.
• Participate in departmental meetings, trainings, quality improvement initiatives, and perform other duties assigned.

Education And Certification

• High School diploma or GED required.

Skills And Experience

• Minimum of one (1) year of scheduling, transportation coordination, medical office, customer service, or related healthcare experience preferred.
• Minimum of one (1) year of documented experience working with a frail or elderly population required.
• Experience using Electronic Medical Records (EMR) and transportation or scheduling software preferred.
• Proficient in Microsoft Office applications, including Outlook, Word, and Excel.
• Bilingual English/Spanish strongly preferred.
• Excellent organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Strong verbal and written communication skills with the ability to interact professionally with participants, caregivers, providers, vendors, and interdisciplinary team members.
• Ability to exercise sound judgment, prioritize urgent transportation needs, and resolve scheduling conflicts effectively.
• Ability to work independently while contributing positively within an interdisciplinary team.
• Demonstrates flexibility, dependability, attention to detail, and exceptional customer service.

Medical Clearance

Employees must have medical clearance for communicable diseases and up‑to‑date immunizations before having direct participant contact.

Job offers are contingent upon a successful pre‑employment drug screen, background check, and physical assessment.

Gary and Mary West PACE provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, pregnancy, military and veteran status, age, physical and mental disability, genetic characteristics, gender, gender identity, gender expression or sexual orientation or any other considerations made unlawful by applicable state or local laws.

Salary: $23.00 per hour