Referrals and DME Coordinator

MOUNTAIN EMPIRE OLDER CITIZENS INC•Big Stone Gap, VA

3d•$37,440 - $58,406

About The Position

This role is responsible for arranging referral appointments with external service providers and ensuring participants receive durable medical equipment and supplies as per medical orders. The position involves significant coordination with participants, families, external providers, and internal teams to facilitate timely and appropriate care and equipment provision.

Requirements

Proficiency in using electronic health records for generating referral letters, scheduling, and documentation.
Ability to coordinate transportation and escort services for participants.
Familiarity with durable medical equipment (DME) to assist participants.
Experience in ordering medical equipment and supplies from vendors.
Skill in maintaining records and tracking systems for reorders.
Ability to communicate effectively with participants, families, external providers, vendors, and internal teams.
Capability to perform reception and medical records duties.
Willingness to participate in staff meetings and training sessions.
Adherence to professional authority scope.

Responsibilities

Schedules referral appointments for participants with external service providers in the PACE network.
Provides participants with necessary paperwork and specialized instructions for referral appointments.
Uses electronic health record to generate referral letters for appointments for each external service received by a participant, including emergency care and transportation.
Uses appointment scheduler in electronic health record to track appointments and ensure participants keep appointments.
Telephones participants in advance of upcoming appointments to reduce no-shows.
Uses electronic record to document relevant telephone calls with participants and providers regarding appointments.
Notifies external service providers in advance of any cancelled appointments.
Coordinates with family to provide transportation and accompany participants to outside appointments.
Arranges for personal care aides to escort participants for appointments if family is not available.
Schedules transportation for participants appointed to see external service providers.
Communicates with bus drivers to keep track of participants while keeping appointments.
Uses electronic health record to FAX and electronically submit referral information for external appointments.
Provides a copy of each referral form to the Administrative Specialist for use in authorizing payment for claims submitted by service providers.
Obtains durable medical equipment (DME) and supplies for participants as per medical order or IDT approval.
Orders DME and supplies from appropriate contracted vendors with Mountain Empire PACE.
Maintains a record of DME and supplies obtained and other items as directed.
Maintains a reminder/tracking system for reorders of DME and supplies.
Must become familiar with DME equipment to assist participants on questions/needs.
Uses electronic health record to generate referral letters for DME.
Uses electronic health record to FAX and electronically submit referral information for DME.
Communicates with vendors about orders and reorders of DME and supplies.
Communicates with IDT, Quality Manager and Program Director regarding orders, delays issues re: DME/Supplies.
Uses electronic record to document relevant telephone calls with participants and providers re: DME.
Performs the duties of the Reception and Medical Records Clerk in his/her absence.
Participates in staff meetings and in-service training sessions.
Performs other work duties as requested.
Acts only within the scope of his/her professional authority.