Patient Coordinator – Referrals Support Specialist

Job Title: Patient Coordinator – Referrals Support Specialist

POSITION REPORTS TO: Clinical Manager and President

POSITIONS SUPERVISED:

SUMMARY: The Patient Coordinator assists the Referrals Coordinator in ensuring seamless coordination of services for children receiving care through Kinder Konsulting. The role is focused on inputting and managing a high volume of daily referrals, maintaining accurate data, and ensuring all stakeholders are informed about a child’s progress. This position is integral to meeting contractual obligations and supporting the organization’s mission of providing high-quality care.

ESSENTIAL FUNCTIONS AND BASIC DUTIES:

1. Service Coordination:
   • Collaborate with schools, daycare providers, parents, and clinicians to schedule and coordinate services.
   • Align therapy sessions with school or daycare schedules and family needs.
   • Act as the main contact for external parties regarding service coordination.
2. Referral Management:
   • Input and process a large volume of referrals daily with accuracy and attention to detail.
   • Document all referral information and communicate updates to relevant parties.
   • Respond to referral sources within 24 hours, providing updates on status and next steps.
3. Reporting and Compliance:
   • Generate and submit reports as required by contracts with schools, Head Starts, and other agencies.
   • Prepare and send monthly summaries to DCF caseworkers and other involved stakeholders.
   • Ensure compliance with all documentation and reporting requirements.
4. Data Entry and Record Maintenance:
   • Enter and update client information in the EMR system.
   • Track service delivery and verify completeness and accuracy of records.
   • Conduct Medicaid eligibility checks and assist in preparing Medicaid batches.
   • Assist in running and analyzing reports related to referrals and service delivery.
5. Administrative and Clerical Support:
   • Answer phone calls, take messages, and handle general inquiries.
   • Fax and scan documents as needed, including responses to referral sources.
   • Maintain records of authorizations and funding for agency clients.
   • Assign transfer cases and update databases as required.
   • Support administrative tasks such as filing, creating new client files, and preparing discharges.
6. Communication:
   • Keep all stakeholders informed about updates, schedules, and progress in services.
   • Facilitate communication between clinicians and external parties to resolve scheduling or service-related issues.
   • Disseminate reports related to clinician caseloads, waitlists, and referrals.
   • Respond to general questions from referral sources, clinicians, and the public.
7. General Office Support:
   • Assist with tasks such as faxing, scanning, and running errands as needed.
   • Support compliance efforts by maintaining accurate and complete documentation.
   • Help prepare for meetings, including setting up conference rooms and organizing materials.

QUALIFICATIONS:

• Education: High school diploma or equivalent required. Associate’s or Bachelor’s degree in a related field preferred.
• Experience: Prior experience in healthcare, education, or child services is preferred.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
  • Strong data entry and organizational skills.
  • Excellent verbal and written communication skills.
  • Ability to manage multiple tasks and meet deadlines.
• Attributes:
  • Detail-oriented and efficient.
  • Compassionate and team-focused.
  • Knowledge of Medicaid guidelines and community mental health preferred.