Patient Access Coordinator

Intake Patient Access Coordinator (Face to Face)
FLSA Classification: Non-exempt
Department: Intake
Reports To: Clinical Intake Director
Direct Reports: N/A

POSITION SUMMARY:
As a Patient Access Coordinator at Innovive Health, you will assist with obtaining patient documentation and referral information from various electronic resources with a focus on collecting Face to Face (F2F) documentation meeting Centers for Medicare and Medicaid (CMS) regulations. Responsibilities range from reviewing information from referral sources, processing documentation in a timely manner to ensure compliance with healthcare regulations, and collaborating with multiple internal and external departments to ensure we have the valid paperwork required for billing purposes. The right candidate demonstrates excellent organization skills, is customer-focused with an ability to multitask in a high-volume, fast paced environment, with the ability to effectively work from home.

RESPONSIBILITIES:

• Obtain and ensure accurate, timely completion of face-to-face encounter documentation from referring physicians or allowed practitioners.
• Review and confirm documentation meets state and federal regulatory requirements (e.g., Medicare guidelines).
• Maintain ongoing communication with healthcare providers to resolve any documentation discrepancies.
• Act as a point of contact between referral sources and the homecare team.
• Provide updates to clinical team, billing, and intake management on required paperwork.
• Collaborate with clinical staff to ensure proper documentation is collected, patients attend Face to Face appts, etc
• Accurately input patient information and documentation into the homecare management system.
• Track and monitor the status of all pending documentation and follow up as necessary.
• Stay updated on regulations regarding face-to-face encounter documentation and homecare intake requirements.
• Conduct regular audits of documentation to ensure adherence to policies and compliance standards.
• Reach out to MD offices and hospitals, rehabilitation facilities, etc for missing/needed F2F documents
• Scan documents in Salesforce and Healthwyse and distribute documentation to clinical team, and appropriate departments in a timely manner as appropriate.
• Follow up on existing requests via phone, fax, or email
• Confirm both PECOS and Medicaid registration of providers
• Check insurance eligibility
• Collects required documentation to ensure regulatory compliance with Medicare and Medicaid
• Accurately data enter patient information in Electronic Medical Records (EMRs)
• Performs outbound calls to referral sources, providers, and patient facilities to ensure collection of required documentation
• Works with multiple departments to ensure documentation is received
• Data entry into referral tracking tools and multiple EMR systems
• Adheres to HIPAA laws and maintains patient confidentiality at all times
• Participates in new projects
• Participates in appropriate continuing education, committees, and meetings as required
• Monitors Salesforce queue, HealthWyse, exports as assigned
• Performs intake rep coverage duties as assigned
• Performs all other duties as assigned

COMPETENCIES: (those below are examples – add or remove from this list!)

• Strong attention to detail and ability to handle sensitive patient information confidentially.
• Strong organizational skills and the ability to manage multiple tasks simultaneously.
• Oral Communication - Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
• Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
• Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
• Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Responds to requests for service and assistance; Meets commitments.
• Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to

others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives.

REQUIRED QUALIFICATIONS:

• Associate’s degree or equivalent in related work experience (HS Graduate with work experience); Entry Level
• At least 1-year experience in a healthcare administrative role
• Knowledge of medical terminology
• Proficiency in Microsoft Office Suite environment, with emphasis on Outlook, Teams, Word, and Excel

PREFERRED EDUCATION AND EXPERIENCE:

• Basic knowledge of Medical Insurance – Medicaid and Medicare preferred
• Previous experience in a medical office, or other medical administration role

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

• Frequently required to stand.
• Frequently required to walk.
• Frequently required to sit.
• Continually required to use hands and fingers.
• Frequently required to climb, balance, bend, stoop, kneel or crawl.
• Occasionally required to lift/push light weights (less than 25 pounds).
• Occasionally required to lift/push light weights (greater than 25 pounds).

TRAVEL REQUIREMENTS:

• Ability to travel locally by car to office(s), events, meetings, etc., as needed (approximately 5% or less of the time).

Innovive Health provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.