Administrative Services Coordinator

RiverStone Health • Billings, MT

9d • $20 - $23 • Onsite

About The Position

The Administrative Services Coordinator supports RiverStone Health’s Hospice program by coordinating referrals, intakes, eligibility verification, documentation, and admissions. The position is a primary point of contact for patients, families, referral partners, and internal staff, providing compassionate and professional customer service. The coordinator initiates and tracks referrals, conducts timely informational visits, explains hospice services, obtains required paperwork, verifies insurance and Medicare/Medicaid benefits, prepares documentation, enters data, organizes patient records, and supports quality assurance and interdisciplinary team processes. The role helps ensure smooth hospice operations through strong communication, organization, and adherence to regulatory requirements.

Work is performed primarily in an office setting, with travel to outside facilities to meet referral agencies when needed. Travel may involve driving a personal vehicle in all weather conditions. The position works Monday through Friday, 8 a.m. to 5 p.m., and is full-time and non-exempt. The hourly wage range is $20.32 to $22.84, depending on transferable experience and internal equity.

Requirements

• High school diploma or GED.
• Database, data-entry, and Microsoft Office product skills.
• Customer service experience.
• Any combination of experience and training that provides the equivalent knowledge, skills, and abilities needed to perform the work.
• Ability to maintain a calm and positive demeanor during difficult client interactions.
• Ability to listen empathetically and without judgment.
• Strong attention to detail.
• Knowledge and understanding of HIPAA, sensitive patient health information, and confidentiality.
• Ability to educate volunteers and model collaborative behavior that supports a positive work environment.
• Ability to prioritize and perform a wide range of tasks amid continuous interruptions and pressure.
• Ability to perform duties with integrity and innovation and ensure work is completed to a high standard of quality.
• Ability to understand and follow administrative policies and procedures.
• Excellent communication skills.
• Ability to travel to outside facilities when needed; ability to travel and use a personal vehicle.
• Ability to drive, sit, see, and read road signs, traffic signals, and other vehicles, including while traveling in extreme heat or cold.

Nice To Haves

• Medical terminology training or experience.
• Experience working with underserved populations.

Responsibilities

• Provide professional, empathetic customer service to patients, families, providers, and coworkers.
• Answer and route phone calls, provide information, take accurate messages, and address concerns in accordance with hospice policies.
• Gather information to assess program eligibility and assist with applying 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.
• Maintain knowledge of hospice regulatory requirements, Medicare rules, and organizational policies.
• Communicate proactively with supervisors and team members to support efficient workflow and prevent operational issues.
• Participate in staff meetings, training sessions, workshops, and continuing education; support quality improvement and assurance.
• Initiate and follow up on hospice referrals from hospitals, facilities, physicians, discharge planners, and families.
• Enter referrals when the initial call is received, make timely contact within one hour, and pursue alternative contact methods as needed.
• Review referral and clinical information with supervisors to assess hospice eligibility and service needs.
• Conduct timely informational visits, explain hospice services, and complete admission paperwork.
• Explain hospice philosophy, services, expectations, and benefits to patients and families with sensitivity and clarity.
• Obtain and track clinical documentation, including prognosis certification and provider documentation.
• Verify Medicare/Medicaid eligibility and hospice insurance benefits, collaborating with billing or insurance coordinators as needed.
• Track patient data from referral through admission and ensure documentation accuracy and visit compliance.
• Schedule and track timely initial nursing and social work assessment visits in accordance with hospice standards.
• Track discharged patients’ needs and follow-up requirements.
• Prepare patient admission packets, initiate chart orders, and support medical records scanning.
• Assist with hospice durable medical equipment coordination, ordering, and returns.
• Prepare weekly interdisciplinary team materials and help ensure ongoing compliance.
• Perform other duties as assigned in support of RiverStone Health’s mission.
• Use time, supplies, and other resources efficiently to support cost-effective operations.
• Follow safety, security, health, injury-prevention, and loss-prevention requirements.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED