Patient Care Coordinator - Hospice

The Patient Care Coordinator is responsible for supporting the day-to-day administrative and operational functions of the hospice clinical team. This role ensures efficient coordination of patient services through scheduling, referral processing, supply ordering, interdisciplinary group (IDG) preparation, and communication management.

The Patient Care Coordinator serves as a central communication hub for the branch, supporting clinicians, leadership, patients, families, and referral sources while ensuring documentation accuracy and regulatory compliance.

Essential Job Responsibilities

Scheduling & Care Coordination

• Coordinate and maintain clinician schedules to ensure timely patient visits and coverage.
• Monitor and adjust schedules in response to admissions, discharges, call-outs, and urgent patient needs.
• Communicate schedule updates clearly to field staff and leadership.
• Assist with on-call coordination as directed.

Referral & Admission Support

• Receive and process referral information in collaboration with the Central Intake team.
• Ensure all required documentation is collected and routed appropriately.
• Facilitate communication between referral sources, intake, and branch clinicians.
• Track referral status and support timely conversion to admission.

IDG (Interdisciplinary Group) Preparation

• Prepare and distribute IDG meeting materials, including patient census lists and required documentation.
• Ensure all required documentation is available and organized for review.
• Document meeting outcomes and update records as directed.
• Maintain IDG compliance records in accordance with regulatory standards.

Supply & DME Coordination

• Order and track medical supplies and durable medical equipment (DME) per clinician requests.
• Coordinate delivery schedules with vendors and field staff.
• Monitor inventory levels and notify leadership of supply needs.
• Maintain documentation of orders and confirmations.

Communication & Front Office Support

• Answer incoming calls professionally and route appropriately.
• Serve as a point of contact for patients, families, and vendors.
• Respond to routine inquiries and escalate clinical concerns to licensed staff.
• Maintain confidentiality of all patient and employee information in compliance with HIPAA.

Documentation & Data Management

• Enter and update patient information in the electronic medical record (EMR) system.
• Maintain accurate records related to admissions, discharges, and patient status.
• Support branch reporting needs, including census tracking and visit documentation monitoring.
• Assist with audit preparation and document retrieval as requested.

Compliance & Quality Support

• Follow all applicable federal and state regulations governing hospice services.
• Support adherence to CMS Conditions of Participation.
• Participate in internal audits and accreditation preparation efforts as directed.
• Identify workflow inefficiencies and communicate improvement opportunities.

Knowledge, Skills, and Abilities

• Strong attention to detail and accuracy.
• Ability to prioritize tasks in a fast-paced healthcare environment.
• Excellent communication and customer service skills.
• Ability to handle sensitive information with discretion.
• Problem-solving mindset with the ability to adapt to changing priorities.
• Ability to work collaboratively with clinical and administrative teams.

Physical Demands

• Primarily sedentary work involving prolonged periods of sitting.
• Frequent use of computer, telephone, and office equipment.
• May occasionally lift up to 20 pounds (files, supplies).

Work Environment

• Office-based environment within a hospice branch setting.
• Frequent interaction with clinical staff, patients, families, and vendors.
• Fast-paced healthcare setting requiring responsiveness and professionalism.

Equal Employment Opportunity Statement

• Providence Care is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable federal or state law.

• High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.
• Minimum of 1–2 years of healthcare administrative or scheduling experience required.
• Hospice, home health, or healthcare coordination experience preferred.
• Proficiency in EMR systems and Microsoft Office applications.
• Strong organizational and multitasking abilities.