Administrative Coordinator - Carnegie, PA

About the role

Anova Health Care System is a family-owned, locally rooted agency dedicated to meeting the physical, emotional, and spiritual needs of those nearing the end of life's journey. The Administrative Coordinator in the Carnegie office supports this mission by ensuring timely patient admission, managing communications, and maintaining supplies.

Responsibilities & Duties

• Prioritizes the intake of daily referrals to guarantee timely patient admission.
• Answers and responds to multiple calls — inquiry, intake, family members, and healthcare providers — promptly and courteously.
• Checks and follows up on referrals on a daily basis.
• Enters referral information, including medical and insurance details, into KanTime.
• Verifies and obtains physician orders and documents Certificate of Terminal Illness (CTI) information on referrals in the EMR system.
• Ascertain the patient's insurance to correctly assign the payer within the EMR system.
• Keeps Pharmacy and the Pharmacy Benefits Manager (PBM) informed of admissions as needed, faxing the necessary documents for entry into their systems.
• Communicates with medical professionals, the hospice team, and others to address patient concerns, risks, and issues.
• Applies Medicare and State hospice regulations when accepting a referral to ensure full compliance.
• Prepares Start of Care (SOC) packs for clinicians.
• Tracks patient consents and uploads them into the EMR system in a timely fashion.
• Collections and logs all medical invoices related to patients on service.
• Maintains the supply closet to ensure adequate stock and removal of expired supplies.
• Marks required Face-to-Face (F2F) visits and notifies the Nurse Practitioner one month in advance.
• Contacts patients and families upon admission to coordinate when the Nurse (or other discipline) will initiate care or obtain signed consents.
• Collaborates with physicians and nurses to support medical examinations, schedule tests, and order supplies.
• Identifies and recommends opportunities to improve workflows and processes across the office.
• Maintains confidentiality of patient and organizational information at all times.

Qualifications & Skills

• Ace in organization — keeps referrals, consents, orders, and supplies in perfect order, and guarantees timely patient admission by prioritizing the daily intake flow.
• Eye for improvement — notices where the process could work better and speaks up with ideas that make the team more efficient.
• A steady presence with people — moves easily between inquiry calls, families in difficult moments, healthcare providers, and our hospice team, adapting your approach to each personality with patience and grace.
• Calm under pressure — multitasks, prioritizes, and handles sensitive information with discretion and confidentiality at all times.
• Ace in Microsoft Word and Excel.
• Proven ability to work independently and manage multiple projects in a timely, accurate, and confidential manner.
• Clear, logical thinking with sound judgment to analyze issues and carry out responsibilities.
• Extensive experience with EMR systems preferred.
• Excellent written and verbal communication skills and the ability to work harmoniously with a wide variety of people and personalities.
• A natural problem-solver with strong observation skills and the instinct to recognize improvement opportunities.
• Embraces different belief systems and respects individual choices and lifestyles.
• Demonstrates initiative, cooperation, adaptability, fairness, ingenuity, and dependability.
• Handles confidential and sensitive information with discretion and care.

What We Offer

• Biweekly pay and mileage reimbursement.
• Medical, dental, and vision insurance.
• Paid time off.
• Employee referral program.
• Retail plan (401K with matching).
• Performance bonus.
• Deeply meaningful, heart-warming work and continuous gratitude from patients, families, and friends.
• Collaboration with compassionate, professional colleagues in a warm, friendly, flexible, and supportive environment.