Patient Care Coordinator

h/care was born in 2018 with a serendipitous meeting between two visionary healthcare entrepreneurs as they waited for their elevator in Birmingham, Alabama. United by a shared passion for transforming post-acute care, they spent thousands of hours visiting agencies, listening to caregivers, and gathering feedback from residents and their families. This journey culminated in the founding of h/care in 2023—a company built on a foundation of high touch, high tech, and unwavering trust, dedicated to delivering exceptional care and experiences for both our internal and external customers.

The Community You Will Join

At h/care, we are passionate about transforming the way home-based healthcare is delivered. As part of our Cleveland agencies, you will be joining a team that is deeply rooted in the local community, committed to providing exceptional care, and dedicated to building meaningful relationships. Our local h/care team thrives on collaboration, innovation, and compassion, ensuring every patient receives care that is high-touch, high-tech, and built on trust. We foster a welcoming and supportive environment where every team member’s contribution is valued. You’ll be part of a mission-driven organization that prioritizes both the success of our team and the well-being of our patients, making a lasting impact in the lives of those we serve.

h/care’s Unique Approach to Care

At h/care, we're revolutionizing healthcare delivery for patients and families of all ages. Frustrated with unpredictable and impersonal care experiences? We've got the solution. Our team of healthcare experts and entrepreneurial leaders has developed the PerfectVisit™ - a standardized approach ensuring high-quality, consistent care every time. By combining compassion with cutting-edge technology, we deliver transformative home-based services, from health visits to hospice care. We implement the Entrepreneurial Operating System (“”) to streamline decision-making, cutting through bureaucracy and eliminating unnecessary red tape. With h/care, you're not just receiving a service; you're experiencing care built on community, dignity, and trust. Available 24/7, we ensure you're never alone in your healthcare journey.

The Impact You Will Have

At h/care, we believe every patient deserves compassionate, high-quality care at home. As an Administrative Assistant, you'll be the backbone of our office operations, playing a crucial role in our mission to deliver exceptional care.

Your eye for detail, organizational skills, and ability to multitask will keep our team running smoothly. By streamlining processes, managing schedules, and supporting our leadership team, you'll contribute directly to our operational excellence.

Key Responsibilities

Streamlining Office Management

- Create a welcoming environment while managing medical records and patient documentation

- Keep our clinical operations running smoothly with organized filing systems

- Support patient intake processes and maintain HIPAA compliance

Ensure Schedule Coordination

- Manage clinical team calendars to ensure timely patient care delivery

- Coordinate patient visits and maintain accurate scheduling records

- Support interdisciplinary team meetings and care conferences

Document Preparation

- Process patient intake forms and referral documentation

- Maintain organized medical records following healthcare regulations

- Support billing and insurance documentation needs

Communication Support

- Welcome patients and families with a caring, professional approach

- Connect field clinicians with office staff to ensure seamless care

- Route urgent clinical matters to appropriate team members

Data Entry

- Enter patient information accurately in our electronic health records

- Process insurance verifications and billing documentation

- Update clinical schedules and visit logs in real-time

A Typical Day

- Operational Metrics Review: Regularly monitor key operational metrics, such as billing turnaround times, accounts receivable status, and patient intake processes. Prioritize actions to ensure efficient and compliant workflows.

- Patient Care Support: Welcome new patients, process referrals, and coordinate with clinical teams for visit scheduling. Handle urgent communications and maintain organized patient records.

- Documentation Management: Process clinical documentation, maintain HIPAA compliance, and ensure accurate record-keeping. Support billing and insurance verification processes.

- Schedule Coordination: Manage clinical team calendars, coordinate patient visits, and prepare for team meetings. Update visit logs and maintain efficient scheduling systems.

- Communication Flow: Route calls from patients, families, and providers to appropriate team members. Support field staff communication needs and facilitate care coordination.

- End-of-Day Organization: Complete daily documentation requirements, prepare next day's schedules, and ensure all patient records are properly updated.

Your Expertise

- Education and Experience: High school diploma required, associate's degree in healthcare administration or related field preferred. Previous experience in medical office or home health/hospice setting is a plus.

- Healthcare Administration: Experience in home health or hospice office operations, with understanding of medical terminology and healthcare documentation requirements.

- Technical Proficiency: Strong skills in electronic health records systems, Microsoft Office Suite, and ability to learn healthcare-specific platforms quickly.

- Communication Excellence: Professional phone presence, clear written communication, and ability to coordinate effectively with clinical teams and patients.

- Organizational Skills: Strong attention to detail, ability to manage multiple priorities, and commitment to maintaining accurate records.

- Professional Standards: Understanding of HIPAA requirements, patient confidentiality protocols, and healthcare compliance regulations.

- Attention to Detail: Meticulous approach to managing processes, maintaining accurate records, and ensuring high levels of precision across all administrative functions.

Your Work Environment

- Office Setting: Join our welcoming Cleveland office where you'll support both clinical teams and patients in a modern healthcare environment.

- Daily Rhythm: Experience a dynamic healthcare setting that balances scheduled administrative tasks with responsive patient care needs.

- Team Culture: Be part of our collaborative team where we prioritize high-touch, high-tech patient care while maintaining a positive, supportive atmosphere.

How Success Will Be Measured

- Documentation Quality: Maintain accurate patient records, process paperwork timely, and follow HIPAA guidelines in all administrative tasks.

- Schedule Efficiency: Coordinate clinical calendars effectively, minimize scheduling conflicts, and support smooth patient visit operations.

- Team Support: Provide responsive assistance to clinical teams, maintain organized office systems, and contribute to positive patient experiences.

- Communication Excellence: Route messages appropriately, maintain professional interactions, and support clear information flow between teams.

- Administrative Accuracy: Process referrals and intake documentation correctly, maintain organized filing systems, and support efficient operations.

Schedule Expectations

- Work Hours: Join us Monday through Friday from 8:00 AM to 5:00 PM, arriving a few minutes early to settle in and prepare for the day.

- Reliability: Support our care teams by maintaining consistent attendance and being ready to help when needed.

- Task Completion: Ensure all daily documentation, scheduling, and patient care support activities are wrapped up before heading home.

- Coverage: Help maintain seamless office operations by communicating any planned time off in advance.

- Flexibility: Occasionally stay a bit longer to support urgent patient needs or help clinical teams complete essential tasks.

Job Type: Full-time

Pay: $47,760.00 - $60,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $47,760 - $60,000