Patient Onboarding Specialist – Evening Shift (3 PM – 11 PM)

About the position Optimal Care is seeking a dedicated Patient Onboarding Specialist to join their team. As a clinician-owned and operated company, Optimal Care focuses on creating an environment where employees can realize their highest potential while providing personalized care to patients and families. They are a premier provider of Physician Services, Home Health, and Hospice Care in the Midwest, utilizing technology, innovation, and best practices to manage chronic diseases, rehabilitation, and end-of-life care. The company's mission is to Serve Together, Provide Value, and Deliver Exceptional Quality Care. This role is ideal for someone who thrives in a fast-paced office environment, enjoys helping people, and has a keen eye for detail. The specialist will manage the entire intake process, from receiving referrals to coordinating with clinical teams, ensuring smooth and efficient service delivery.

Responsibilities

• Converts referrals for delivery of services.
• Takes referrals.
• Performs data entry.
• Answers inquiries and disseminates information about the agency.
• Establishes and maintains effective and efficient systems for patient referrals, data entry, and communications to support the department in securing referrals.
• Assists with daily operations of the agency, including coordinating referrals and maintaining communication between supervisors, the sales team, and the agency.
• Establishes and maintains effective and efficient systems for patient referrals to ensure proper intake and dissemination of information regarding patient referrals, eligibility requirements, and community resources.
• Accepts patients for referrals utilizing an established system for patient referrals in accordance with the administrative policy.
• Receives, interprets, and manages patient/client referrals with the intent of converting to actual admissions for services.
• Answers all inquiries regarding agency services and disseminates appropriate information, including referrals to community resources.
• Displays excellent internal and external customer relations skills.
• Accurately documents or tracks all referrals received by the agency for trending reports.
• Greets visitors courteously and ensures their needs are met.
• Maintains organized systems to support continuity of quality patient care.
• Accurately enters all necessary information into company database systems.
• Is responsive to internal and external customer needs.
• Satisfies expectations and requirements of external and internal customers.
• Maintains current knowledge of, and effects compliance with, all federal, state, and local regulations.
• Greets all individuals arriving at the office courteously and ensures their needs are met.
• Maintains organized, effective, and efficient systems and communication to ensure the continuity of quality patient care delivered.
• Assists in evaluating agency operations and systems and identifies ways to enhance workflow and productivity.
• Accurately and in a timely manner transfers referrals to supervisor or scheduler for patient evaluation.
• Notifies supervisor of any problems requiring administrative attention and intervention.
• Accurately data processes all necessary information into the company database software for immediate use.
• Accurately credentials all requests to add new physicians and facilities following the outlined credentialing process.

Requirements

• High school diploma or GED
• Interpersonal skills and ability to communicate professionally and effectively
• Knowledge of medical terminology
• Strong verbal and written communication skills
• Ability to operate computer and office equipment
• Proficiency in Microsoft Office Suite and data entry skills
• Responds to suggestion constructively
• Skilled in conflict resolution
• Proven interpersonal, coordination, and leadership skills
• Reliable transportation with valid automobile insurance

Nice-to-haves

• Associate's degree preferred
• Minimum 1 year of experience in a healthcare setting preferred
• Knowledge of Medicare, Medicaid, and third-party payor guidelines preferred

Benefits

• Minimum of 3 Weeks Paid Time Off (PTO)
• Company Vehicle Program for field roles
• Medical, Dental, and Vision Insurance
• HSA and FSA options including Dependent Care
• Company paid Short Term Disability
• Company paid Life Insurance
• 401(k) with Employer Match
• Mileage Reimbursement
• Pet Insurance
• ID and Fraud Protection

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