Case Management Assistant

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About the role

The Case Management Assistant supports safe, timely, and appropriate patient discharges by collaborating closely with Case Managers and Social Workers in a fully remote healthcare environment. This role focuses on assessing post-hospital needs, coordinating referrals and services, managing documentation in electronic health records, and communicating clearly with patients, families, providers, and payers.

Responsibilities

• Support discharge planning activities in collaboration with Case Managers and Social Workers to ensure safe and appropriate transitions of care.
• Assess post-hospital needs and help determine appropriate discharge requirements based on patient preferences and clinical recommendations.
• Coordinate referrals, authorizations, and transportation services to support timely discharge and continuity of care.
• Communicate patient preferences, provider options, and discharge timelines clearly and professionally to patients, families, providers, and external partners.
• Provide benefit coverage information and collaborate with payers as needed to clarify health plan details and resolve insurance-related questions.
• Monitor progress toward discharge goals, identify barriers, and escalate issues appropriately to the care team.
• Facilitate transfers to post-acute facilities by preparing necessary documents, obtaining required signatures, and ensuring accurate information is shared.
• Support utilization review transmission and manage high volumes of faxes, voicemails, and data entry efficiently and accurately.
• Participate in daily rounds, huddles, and team discussions to support timely discharge planning and coordinated patient care.
• Maintain accurate documentation in Epic EHR, including care coordination notes, referral updates, and discharge-related information.
• Close discharge cases in Allscripts and ensure all required information is captured and documented correctly.
• Perform clerical and administrative tasks such as scanning, faxing, copying, and completing departmental reporting.
• Communicate professionally and courteously with patients, families, providers, payers, and other external partners while maintaining confidentiality.
• Resolve issues using effective communication and conflict resolution skills while adhering to HIPAA and privacy regulations.
• Work efficiently in a fast-paced environment with shifting priorities and minimal supervision, maintaining high standards of accuracy and productivity.
• Demonstrate strong organization, time management, and attention to detail in all aspects of discharge planning and documentation.

Requirements

• High school diploma or equivalent.
• At least 1 year of recent inpatient or outpatient healthcare experience.
• EPIC electronic medical record (EMR) experience; EPIC proficiency required.
• Strong knowledge of health insurance, including benefit coverage and health plans.
• Understanding of payers and insurance processes, including prior authorizations and referrals.
• Data entry experience with the ability to manage high volumes of information accurately.
• Ability to type 55 or more words per minute.
• Proficiency with Microsoft Office and common healthcare systems.
• Knowledge of HIPAA and commitment to maintaining patient confidentiality.
• Customer service skills with the ability to communicate clearly and professionally.
• Teamwork skills and the ability to collaborate effectively with multidisciplinary care teams.
• Conflict management and resolution skills to address issues and barriers constructively.
• Adaptability to change and comfort working with shifting priorities.
• Familiarity with patient access, patient registration, and patient scheduling processes.
• Administrative support skills, including scanning, faxing, copying, and reporting.
• Basic understanding of medical terminology and insurance verification.

Qualifications

• Auth and case management experience preferred, particularly in coordinating authorizations and discharge-related services.
• Experience with Allscripts for closing discharge cases and managing referral information.
• Prior experience working in a large hospital system or complex healthcare environment.
• Strong organizational and time management skills, with attention to detail in documentation and follow-up.
• Ability to manage multiple tasks simultaneously in a fast-paced remote setting.
• Effective verbal and written communication skills with patients, families, providers, and payers.
• Experience in patient care, patient access, or patient registration functions in healthcare.
• Experience handling prior authorizations, referrals, and insurance verification processes.
• Comfort working with healthcare, medical, and health plan information in an electronic environment.

Work Environment

This is a fully remote position supporting a large hospital system. The role involves working with Epic EMR, Allscripts, Microsoft Office, and various healthcare and insurance systems while managing high volumes of data entry, faxes, voicemails, and electronic documentation.

Schedule

10:00 a.m. to 6:30 p.m. Pacific Time, regardless of the state of residence, including rotating weekend shifts.

Pay

The pay range for this position is $18.00 - $25.00/hr. Individual compensation offered within this range will depend on qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Benefits

Eligibility requirements apply to some benefits and may depend on job classification and length of employment. Benefits are subject to change and may include:

• Medical, dental, and vision insurance.
• Critical Illness, Accident, and Hospital coverage.
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available.
• Life Insurance (Voluntary Life & AD&D for the employee and dependents).
• Short- and long-term disability.
• Health Spending Account (HSA).
• Transportation benefits.
• Employee Assistance Program.
• Time Off/Leave (PTO, Vacation, or Sick Leave).