Admission Coordinator (Hospice)

Summary

BAYADA Home Health Care is an accredited, regulated, certified, and licensed home health care provider. The Admission Coordinator receives and coordinates hospice referrals, manages pre-admission activities, verifies benefits and insurance information, supports clients and families, and collaborates with clinical, sales, operations, and referral-source teams.

Responsibilities

• Demonstrate and communicate the core values of BAYADA Home Health Care and The BAYADA Way
• Develop working knowledge of BAYADA’s mission, services, people, organization, policies and procedures
• Ensure all activities performed align with the hospice leadership team
• Serve as the lead coordinator for client pre-admission activities and is responsible for all aspects associated with the referral management processing of hospice referrals from physicians, hospitals, facilities, and other community sources
• Coordinate BAYADA hospice services with referral sources, insurance companies, clients, and families
• Process client referrals, coordinate client admissions, collaborate closely with hospice branch operations and sales team, and enter client admission data after all hospice requirements have been met and documented
• Collaborate with different BAYADA functional offices to obtain necessary billing information, clinical information, referral source/account preferences, and build effective working relationships within the work group for the benefit of our clients
• Perform an initial screening/verification of benefits according to Medicare, Medicaid, and third-party payor guidelines, coordinate equipment with contracted vendors, and gather supporting information and/or documents pertinent to client admission to the program
• Ensure that operations remain in accordance with BAYADA policies and procedures, and applicable local, state, and federal regulations
• Accept all new referral calls and monitor all referral fax lines and portals
• Contact the client and family, liaison and/or Program Manager and referral source when necessary
• Enter all information gathered accurately into HCHB
• Contact the insurance company for eligibility and authorization. Obtain sufficient client and insurance information to confirm the hospice service line
• Maintain discretion, as the position could be exposed to highly confidential information
• Explain benefits to families and clients directly at the beginning of their hospice experience, working with and supporting them
• Coordinate care and share knowledge about the services provided and hospice philosophy with the clients and their families
• Positively impact the experiences of our clients and families, increase our response time to referral sources, and create a team environment between sales and operations
• Confirm the benefit period and explain hospice services, benefits, and philosophy to clients, family members, and significant others
• Ensure maximum reimbursement through initial payer source, benefits, insurance verification, and authorization processes
• Provide accurate insurance and admission information to admission staff to ensure appropriate disclosure of rights and responsibilities, financial liabilities, and benefit plan details to clients and their families
• Completes required payer source verification forms
• Schedule an appointment with the client and family for a hospice informational meeting
• Coordinate hospice durable medical equipment/ comfort kits in place upon client arrival and with hospital staff upon discharge to ensure a smooth transition for the client when arriving home
• Confirm and audit client charts in HCHB, ensuring all necessary documents are signed, dated, and uploaded to HCHB
• Participate as a member of the marketing team by following up on pending referrals, developing and maintaining positive relationships with referral sources, and assisting in developing strategies and plans for site and company growth
• Provide the Billing Coordinator, or designee, with insurance and billing documentation, client location, and client level of care as needed for final confirmation prior to admission
• Maintain communication with pending clients, families, and referral sources and routinely follow the progress of any non-admissions
• Ensure operations remain in accordance with BAYADA policies and procedures, and applicable local, state, and federal regulations
• Attend in-services and continuing education programs when appropriate and assigned. Remain current on innovations, developments, new procedures, and techniques as they may pertain to referral information
• Promote BAYADA’s philosophy, mission statement, and administrative policies to ensure quality of care
• Maintain client and staff privacy and confidentiality pursuant to the HIPAA Privacy Final Rule
• Demonstrate solid performance or exceed performance standards in key job dimensions/attributes as defined on the Performance Appraisal for Office Staff
• Perform related duties, or as required or requested by supervisor

Skills

• Candidates must be available to work at least one major holiday (Thanksgiving or Christmas, alternating yearly) and two minor holidays (e.g., Memorial Day, 4th of July, Labor Day, New Year's Day) per year
• Exemplifies characteristics of The BAYADA Way: compassion, excellence and reliability
• Four (4) year college degree
• Must have a HIPAA compliant home office
• Minimum two (2) years of experience and/or training with hospice
• Has a positive attitude and willingness to learn throughout employment. Self-starter with excellent verbal and written communication skills
• Ability to work in a demanding, high-stress environment
• Sit, stand, bend, lift, and move
• Abide by all occupational safety to minimize illness and/or injury and exposure to infectious and repetitive motions
• Demonstrates confidence to openly discuss the benefits of hospice and obstacles one may have when choosing hospice
• Possesses a high sense of integrity, negotiation, advanced customer service skills, and effective organizational and interpersonal skills
• Ability to work collaboratively with clinical, sales, and non-clinical staff members
• Ability to work with outside physician offices, hospitals, and facility Administrators to coordinate client start of care. Learn and utilize HCHB, including hospice workflow tasks
• Ability to think critically and manage multiple tasks and priorities at any given time
• Willingness to learn hospice regulatory standards related to job-specific duties, including but not limited to hospice Medicare Conditions of Participation, etc
• Extensive knowledge of hospice benefits, services and philosophy, phone etiquette, thoughtfulness, and initiative to obtain and relay information correctly and efficiently
• Demonstrate effective communication skills working with the hospice program's clinical/ops team, sales team, referral sources, physicians, nurses, clinical management, and other healthcare personnel
• High attention to detail and a willingness to assist the daily operations in all applicable methods and practices
• Cope with work involving ill, disabled, and dying clients
• Proficient in Microsoft Office Suite (including Excel and Teams)
• Ability to read, write and effectively communicate in English
• Experience in a medical office environment, customer service role, and intake or inside sales experience are preferred
• Licensed Practical Nurse (LPN) certification is preferred but not required

Qualifications

Must Haves

• Candidates must be available to work at least one major holiday (Thanksgiving or Christmas, alternating yearly) and two minor holidays (e.g., Memorial Day, 4th of July, Labor Day, New Year's Day) per year
• Exemplifies characteristics of The BAYADA Way: compassion, excellence and reliability
• Four (4) year college degree
• Must have a HIPAA compliant home office
• Minimum two (2) years of experience and/or training with hospice
• Has a positive attitude and willingness to learn throughout employment. Self-starter with excellent verbal and written communication skills
• Ability to work in a demanding, high-stress environment
• Sit, stand, bend, lift, and move
• Abide by all occupational safety to minimize illness and/or injury and exposure to infectious and repetitive motions
• Demonstrates confidence to openly discuss the benefits of hospice and obstacles one may have when choosing hospice
• Possesses a high sense of integrity, negotiation, advanced customer service skills, and effective organizational and interpersonal skills
• Ability to work collaboratively with clinical, sales, and non-clinical staff members
• Ability to work with outside physician offices, hospitals, and facility Administrators to coordinate client start of care. Learn and utilize HCHB, including hospice workflow tasks
• Ability to think critically and manage multiple tasks and priorities at any given time
• Willingness to learn hospice regulatory standards related to job-specific duties, including but not limited to hospice Medicare Conditions of Participation, etc
• Extensive knowledge of hospice benefits, services and philosophy, phone etiquette, thoughtfulness, and initiative to obtain and relay information correctly and efficiently
• Demonstrate effective communication skills working with the hospice program's clinical/ops team, sales team, referral sources, physicians, nurses, clinical management, and other healthcare personnel
• High attention to detail and a willingness to assist the daily operations in all applicable methods and practices
• Cope with work involving ill, disabled, and dying clients
• Proficient in Microsoft Office Suite (including Excel and Teams)
• Ability to read, write and effectively communicate in English

Nice to Haves

• Experience in a medical office environment, customer service role, and intake or inside sales experience are preferred
• Licensed Practical Nurse (LPN) certification is preferred but not required

Benefits

• Paid Weekly
• Remote role
• BAYADA Home Health Care offers the stability and structure of a national company with the values and culture of a family-owned business.