Case Management Clerical Coordinator

Full Time

Day Shift

Job Summary

The Case Management Assistant provides administrative and operational support to the Director of Case Management and Nurse Case Managers to ensure the department functions in a highly organized, productive, efficient, and quality-driven manner. This role is essential in supporting daily workflow, documentation, communication, and compliance activities within the Case Management Department.

Essential Duties and Responsibilities

• Demonstrates commitment to the Community Cares Program and consistently applies the AIDET communication model.

• Upholds organizational Standards of Behavior including professionalism, communication, privacy, safety awareness, responsiveness, and service recovery.

• Complies with organizational, departmental, and regulatory policies and standards.

• Participates in staff meetings, training, and educational activities.

• Assists with daily assignments for Case Managers.

• Retrieves insurance calls from voicemail, records, and forwards to the appropriate Case Manager (minimum every 2 hours).

• Works daily on unbilled reports.

• Performs HSI census daily.

• Enters discharged cases into QRM, including discharge disposition, date, referrals, and related data.

• Files worksheets alphabetically and by date.

• Enters avoidable days and Physician Advisor referrals into QRM.

• Faxes referral information as directed.

• Creates on-call schedules for Case Managers and distributes rosters.

• Processes HSI requests for retro records and forwards to HIM.

• Obtains and forwards medical records for appeals to HER.

• Monitors mail for RAC correspondence and alerts Director immediately.

• Maintains referral files and VistaNet referral information.

• Performs periodic purging of paper files and sets up new files.

• Answers ASCOM phones when Case Managers are unavailable.

• Takes minutes and assists with agenda preparation for UR Committee meetings.

• Logs Opportunity Letters.

• Orders departmental supplies.

• Provides additional support to Risk Management as needed.

• Performs additional duties to support departmental efficiency and organization.

Supervision Exercised

• None

Internal & External Interactions

• Internal: Regular interaction with all levels of hospital staff

• External: None

Working Conditions & Physical Requirements

• Primarily sedentary work with occasional walking, standing, bending, squatting, kneeling, twisting, and lifting/carrying up to 50 lbs.

• Must be able to see with corrective eyewear and hear with assistance if needed.

• May be exposed to infectious or contagious diseases.

• May have contact with patients under various circumstances.

• Must be able to handle emergency or crisis situations.

• May be required to work irregular hours and wear protective equipment.

• Bloodborne Pathogen Exposure: No daily exposure; periodic exposure possible.

Minimum Qualifications

Education:

• High School Diploma required

• Associate's Degree preferred

Experience:

• Minimum of 2 years of office secretary or customer service experience

• Prior healthcare experience preferred

Skills & Abilities:

• Strong organizational and prioritization skills

• Excellent communication and interpersonal skills

• Analytical and problem-solving abilities

• Ability to multitask in a fast-paced environment

• Proficient in basic computer applications and data entry

Patient/Customer Population Served

• All age groups (Neonatal, Pediatric, Adolescent, Adult, Geriatric)

Certification/Licensure

• Not required