Administrative Services Coordinator

RiverStone Health•Billings, MT

12d•$19 - $23

About The Position

The Administrative Services Coordinator supports the Hospice program by coordinating referrals, intakes, eligibility verification, documentation, and admission processes. This role serves as a primary point of contact for patients, families, referral partners, and internal staff, providing compassionate, exemplary customer service. The ASC ensures smooth hospice operations through strong communication, organization, and adherence to regulatory requirements.

Requirements

High School Diploma or GED and
Database, data entry and Microsoft Office product
Experience working with a vulnerable population and/or
Experience working in a medical setting
Customer Service experience
Any combination of experience and training which provides the equivalent scope of knowledge, skills, and abilities necessary to perform the work.
Ability to maintain a calm and positive demeanor during difficult client
Ability to display non-judgmental and empathetic listening
High degree of detail-oriented skill
Knowledge and understanding of protected sensitive patient health information (HIPAA) and confidentiality.
Ability to educate volunteers and show through example, the significance and meaning of working collaboratively to maintain a positive work environment.
Ability to prioritize and perform a wide range of tasks under pressure of continuous interruptions.
Ability to perform job duties with integrity and innovation to ensure completion and a high level of quality.
Ability to understand and adhere to required administrative policies and
Excellent communication skills to ensure efficiencies and quality customer
Customer Service Excellence: Provide welcoming, respectful, professional
Anticipate needs, answer questions promptly, and protect
Demonstrate appropriate phone etiquette and handle complaints
Take ownership of attitude, communication, and service
Expected to drive a vehicle which requires sitting, seeing and reading signs, traffic signals, other vehicles, etc.
Travel occurs in all weather conditions, including extreme heat and cold.
Create and maintain a safe/secure working environment by adhering to safety, security, and health requirements.
Integrate injury, illness, and loss prevention into job activities by attending any necessary training and implementing best

Nice To Haves

Medical terminology training or experience
Experience working with underserved

Responsibilities

Provide exceptional customer service to patients, families, providers, and co workers with professionalism, empathy, and tact.
Answer phones, route calls, provide information, take accurate messages, and resolve concerns in accordance with hospice policies.
Gather information to determine program eligibility and assist with the application of program policies and procedures.
Prepare correspondence, organize paper and electronic files, and provide general office and clerical support.
Enter data into multiple systems and prepare routine or special reports as
Maintain current knowledge of hospice regulatory requirements, Medicare rules, and organizational policies.
Maintain proactive communication with supervisors and team members to ensure efficient workflow and prevent operational issues.
Participate in staff meetings, training sessions, workshops, and continuing
Support quality improvement and quality assurance
Initiate and follow up on hospice referrals from hospitals, facilities, physicians, discharge planners, and families.
Enter referrals at the time of initial call; make timely contact (within 1 hour) and pursue alternative contact methods as needed.
Review referral and clinical information with supervisors to determine hospice eligibility and service needs.
Conduct timely informational visits and signing of admission paperwork, explaining services and completing required documents.
Explain hospice philosophy, services, expectations, and benefits with sensitivity and clarity to patients and families.
Obtain and track all necessary clinical documentation, including prognosis certification and provider documentation.
Verify Medicare/Medicaid eligibility and determine hospice insurance benefits; collaborate with billing or insurance coordinators as needed.
Enter and track patient data from referral through admission, ensuring documentation accuracy and visit compliance.
Schedule and track timely initial nursing and social work assessment visits according to hospice standards.
Track discharged patients’ needs, follow-up requirements, and
Prepare patient admission packets, initiate chart orders, and support medical records scanning.
Assist with hospice DME coordination, ordering, and return
Prepare and complete weekly IDT materials and help ensure ongoing compliance as needed.
Perform other duties as assigned in support of RiverStone Health’s mission and