Patient Care Coordinator

Kids Unlimited Learning Academy•Searcy, AR

About The Position

Miracle Kids Success Academy (MKSA) and Kids Unlimited Learning Academy (KULA) are seeking a compassionate, organized, and motivated Patient Care Coordinator. MKSA and KULA provide Early Intervention Day Treatment services to children with developmental disabilities, developmental delays, and medical needs. Their multidisciplinary teams provide individualized, patient-centered care and work with families, physicians, therapists, community agencies, and other service providers. The Patient Care Coordinator connects children and families with healthcare providers, clinic employees, referral sources, and community organizations. The role coordinates referrals and admissions, manages prior authorizations and patient documentation, supports access to community resources, and helps ensure continuity of care. It also promotes clinic services and builds relationships with organizations throughout the community.

Requirements

One year of successful experience in patient care coordination, healthcare administration, case management, social services, or a similar role is preferred; an equivalent combination of relevant education and experience may be considered.
Strong written, verbal, organizational, and interpersonal skills.
Ability to maintain accurate records and manage multiple responsibilities and deadlines.
Basic proficiency with electronic records, databases, word-processing programs, spreadsheets, email, and internet-based systems.
Ability to understand and follow applicable policies, regulations, billing requirements, and documentation standards.
Ability to communicate compassionately and confidently with families, physicians, employees, and community partners.
Excellent follow-through and documentation practices.
Sound judgment, initiative, and practical problem-solving skills.
Ability to balance compassion for families with regulatory and documentation requirements.
Ability to work independently and as part of a multidisciplinary team.
Ability to remain calm, responsive, and professional in sensitive situations.
Comfort building relationships and representing the organization in the community.
Genuine passion for helping children and families.

Nice To Haves

One year of successful experience in patient care coordination, healthcare administration, case management, social services, or a similar role is preferred.

Responsibilities

Manage referrals for prospective and current patients in collaboration with local physicians.
Schedule evaluations and complete intake processes when appropriate.
Prepare prior-authorization packets for prospective CHMS patients.
Receive and process initial evaluations and reevaluation reports.
Coordinate with families, physicians, therapists, and other providers throughout enrollment.
Help families understand and complete necessary paperwork.
Maintain current CHMS prior authorizations and submit updated information and continuation requests before expiration dates.
Track prior-authorization approvals, denials, modifications, extensions, and discharge dates.
Maintain evaluation-tracking documentation and develop Master Treatment Plans, obtain required signatures, and provide copies to parents or guardians.
Complete discharge documentation, including parent surveys and discharge summaries.
Track six-month information updates and complete 180-day follow-up contacts with discharged patients.
Review patient charts for accuracy, completeness, and regulatory compliance; request missing documentation and corrections.
Maintain detailed records of services and interactions with patients and families.
Complete progress notes in the required format for every billed service and ensure they align with current diagnoses and treatment-plan goals and objectives.
Complete daily billing sheets for each patient served and protect patient and family privacy and confidentiality.
Work with clinical and professional employees to monitor patients and coordinate services.
Organize audiology services and follow up with primary care providers and parents or guardians as needed.
Coordinate family psychotherapy appointments and communicate about changes in family circumstances.
Lead multidisciplinary patient reviews two weeks after admission and every six months thereafter, communicating relevant family dynamics and changes in the home environment.
Monitor children's daily well-being and identify when additional support or social intervention may be needed.
Respond to concerns that a child may be at risk, including hygiene concerns, excessive absences, inappropriate clothing, unexplained physical marks, head lice, or other concerns.
Investigate patient absences and follow up with families when needed.
Maintain communication with the Arkansas Division of Children and Family Services when appropriate.
Conduct home visits when necessary to address absences, environmental risks, a death in the family, or other significant circumstances.
Help families access food, clothing, school programs, vocational opportunities, and other community resources.
Assist families with forms and applications for programs such as SSI, Medicaid, TEFRA, and ARKids First.
Develop relationships with businesses, healthcare professionals, social organizations, charitable groups, faith-based organizations, public agencies, and private organizations.
Increase awareness of MKSA and KULA services, build relationships with new referral sources, and connect eligible children with available services.
Represent MKSA and KULA professionally, compassionately, and enthusiastically.