Job Description

Care Coordinator

Reports To: RN Executive Director

FLSA Status: Exempt

Position Summary

The Care Coordinator is responsible for comprehensive management of Medicaid authorizations, medical appointments, case coordination, and interdisciplinary team communication across residential, ADT, and community-based services. This role serves as the central point of contact ensuring medical needs, regulatory compliance, and care continuity for all persons served.

Scope of Responsibility

• State Medicaid POC and authorization management
• ABI Waiver Medicaid POC and authorization management
• Medical appointment scheduling and coordination
• Medication management coordination with RN Executive Director
• ADT Team supervision
• Case management and guardian communications
• Provider communication and follow-ups
• Interdisciplinary team coordination

What This Role Owns

• Medicaid & Authorization Management: All State Medicaid and ABI Waiver authorizations, submissions, and tracking
• Medical Coordination: Scheduling and completion of all medical appointments
• Case Management: Primary point of contact for case managers and guardians on all cases
• Team Supervision: Oversight of ADT Team operations
• Clinical Support: Coordination with RN Executive Directors on medication management and program support
• Transportation Logistics: Arrangement and scheduling of medical transport
• Provider Follow-Up: Tracking of provider recommendations and pending documentation
• Communication Hub: Medical updates across all departments and stakeholders
• Record Accuracy: Medical coordination and authorization documentation

Core Accountabilities

• Medicaid authorization compliance and timeliness
• Medical appointment coordination and completion
• ADT Team performance and workflow
• Provider and guardian communication
• Interdisciplinary team collaboration
• Tracking and follow-up systems
• Documentation accuracy and audit-readiness

Key Responsibilities

Medicaid & Authorization Management

• Manage all State Medicaid Plan of Care (POC) and authorization processes
• Oversee ABI Waiver Medicaid POC and authorization management
• Ensure timely submission, tracking, and renewal of all authorizations
• Maintain compliance with Medicaid requirements and deadlines

Medical Appointment Coordination

• Schedule and track all medical, dental, and specialty appointments
• Coordinate transportation and logistics for all medical appointments
• Communicate appointment details to staff and ensure attendance
• Track missed appointments and reschedule promptly
• Ensure provider recommendations are communicated to nursing and leadership
• Maintain comprehensive logs of appointments, follow-ups, and outcomes

Clinical Collaboration

• Work directly with RN Executive Director on medication management for residential homes
• Provide coordination and support to RN Executive Director #2 for Frankfort program operations
• Ensure clinical protocols are followed across all service locations

Case Management & Communication

• Serve as primary Point of Contact for all case managers and guardians
• Manage all case-related emails and interdisciplinary team communications
• Facilitate coordination between clinical, residential, ADT, and community teams
• Follow up on pending medical documentation or provider responses

Team Supervision

• Supervise ADT Team
• Coordinate workflow between ADT Team, transport personnel, and ADT PRN staff
• Ensure seamless patient transitions and transfers

Documentation & Compliance

• Ensure all records are organized, accurate, and accessible for audits
• Maintain tracking systems for authorizations, appointments, and follow-ups
• Support documentation needs across departments

Other Duties

• Perform other duties as assigned by RN Executive Director

Performance Metrics

• Authorization submission and approval timeliness
• Appointment completion rate
• Missed appointment rate and resolution time
• Timeliness of provider follow-ups
• Accuracy of tracking logs and documentation
• Communication effectiveness with stakeholders
• ADT Team performance indicators
• Case manager/guardian satisfaction

Minimum Qualifications

• High school diploma required; Associate's or Bachelor's degree preferred
• Experience in healthcare coordination, case management, or Medicaid authorization preferred
• Knowledge of Medicaid waiver programs (ABI Waiver experience a plus)
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency with healthcare documentation systems
• Ability to supervise and coordinate team activities
• Detail-oriented with strong follow-through capabilities

Preferred Qualifications

• Experience with ABI (Acquired Brain Injury) populations
• Previous supervisory experience
• Familiarity with interdisciplinary team coordination
• Knowledge of transportation coordination for medical services