Transportation Coordinator

Gary and Mary West PACE•San Marcos, CA

20d

About The Position

The Transportation Coordinator coordinates and maintains comprehensive transportation services for PACE participants, ensuring timely, safe, and efficient access to the PACE center and medically necessary appointments. The role is a member of the Interdisciplinary Team (IDT) and serves as a key liaison among participants, caregivers, internal departments, and contracted transportation vendors to support continuous, high-quality participant care. The coordinator manages transportation schedules and changes, communicates with participants and stakeholders, maintains accurate records using transportation scheduling software and the electronic medical record (EMR), and supports transportation reporting and service improvements. The role also requires respectful interaction with frail or elderly participants, including people with cognitive impairment, while protecting participant confidentiality and complying with HIPAA, PACE regulations, and organizational policies.

Requirements

High school diploma or GED.
At least one year of documented experience working with a frail or elderly population.
Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
Excellent organizational skills and ability to manage multiple priorities in a fast-paced environment.
Strong verbal and written communication skills and ability to interact professionally with participants, caregivers, providers, vendors, and interdisciplinary team members.
Ability to exercise sound judgment, prioritize urgent transportation needs, and resolve scheduling conflicts effectively.
Ability to work independently while contributing positively within an interdisciplinary team.
Flexibility, dependability, attention to detail, and exceptional customer service.
Medical clearance for communicable diseases and up-to-date immunizations before direct participant contact.
Successful completion of a pre-employment drug screen, background check, and physical assessment.

Nice To Haves

At least one year of scheduling, transportation coordination, medical office, customer service, or related healthcare experience.
Experience using electronic medical records (EMR) and transportation or scheduling software.
Bilingual English/Spanish.

Responsibilities

Participate as an active member of the Interdisciplinary Team (IDT), contributing to participant care planning and collaborating on participant care and transportation needs.
Attend IDT meetings and communicate transportation updates, barriers, and participant needs.
Coordinate participant transportation schedules with contracted vendors for the PACE center, specialty appointments, dialysis, and other medically necessary services.
Coordinate transportation with participants, caregivers, IDT members, internal departments, specialty offices, and contracted vendors.
Serve as the primary contact for transportation scheduling, changes, cancellations, delays, and participant inquiries.
Coordinate same-day changes, urgent requests, and service interruptions, communicating updates to participants, caregivers, staff, and vendors.
Work with contracted vendors to resolve transportation concerns and improve service delivery and timeliness.
Use transportation scheduling software and the EMR to document transportation activities, participant communications, and scheduling updates in accordance with regulations and organizational policies.
Make reminder calls for transportation and specialty appointments and document participant interactions in the EMR as appropriate.
Discontinue transportation services promptly for participants who are disenrolled, deceased, or no longer require transportation.
Maintain accurate transportation schedules, manifests, records, and operational data.
Assist leadership with transportation reports, service trend monitoring, and identification of opportunities to improve efficiency and participant satisfaction.
Distribute daily transportation schedules, manifests, and related information to vendors and appropriate staff in a timely manner.
Interact professionally and respectfully with participants, including people with cognitive impairment or physical frailty, and their caregivers.
Maintain participant confidentiality and comply with HIPAA, PACE regulations, and organizational policies and procedures.
Participate in departmental meetings, trainings, and quality improvement initiatives, and perform other assigned duties.