Patient Care Coordinator

Position Summary

The Patient Care Coordinator helps uninsured patients access specialty care, charity care programs, and needed services within Cahaba Medical Care’s internal specialty system. This position manages an active registry of more than 500 charity care patients, tracks referral and application outcomes, coordinates appointments, and follows referrals through completion.

In addition to direct patient coordination, this role supports clinical operations by refining patient navigation workflows, maintaining up-to-date departmental Standard Operating Procedures (SOPs), and managing specialized patient tracking systems to fulfill compliance, quality assurance, and grant reporting deliverables. Working closely with patients, social work, the referral team, the call center, providers, department leads, and outside facilities, the coordinator helps eliminate barriers to care while ensuring that administrative and operational pipelines run efficiently.

Essential Duties and Responsibilities

• Operational Workflow Optimization:

  • Collaborate with the Assistant COO and Clinical Operations leadership to map, evaluate, and streamline referral and care coordination workflows.

  • Identify administrative bottlenecks, referral delays, or communication gaps across sites and recommend workflow enhancements to increase operational capacity.

• Protocol & SOP Maintenance:

  • Regularly review, update, and standardize operational protocols, checklists, and reference guides related to uninsured patient tracking and charity care enrollment.

  • Ensure operational workflows stay aligned with current clinical policies, external healthcare partner requirements, and organizational standards.

• Charity Care & Specialty Navigation:

  • Track charity care applications and external referrals: Contact outside facilities to verify receipt, check progress, obtain determinations, and resolve missing documentation.

  • Coordinate access to internal and external specialty services (e.g., consultations, diagnostics, iron infusions, and minor procedures) in alignment with clinical orders.

• Scheduling & Care Team Collaboration:

  • Arrange appointments with social workers, clinic providers, and external health systems for financial application assistance, clinical evaluations, and scheduled procedures.

  • Act as a liaison between social work, referrals, the call center, clinic teams, providers, and community partners.

• Referral Loop Closure:

  • Monitor appointment attendance, execute re-engagement outreach for missed/canceled visits, retrieve external specialty consult notes and diagnostic reports, and route records to the EHR care team.

• Documentation & Data Integrity:

  • Document all patient touchpoints, referral milestones, and application barriers thoroughly in the EHR and shared registries.

  • Adhere strictly to HIPAA, organizational compliance guidelines, and data governance standards.

Required Qualifications

• Minimum of 1–2 years of experience in healthcare operations, patient navigation, care coordination, referrals, or health data tracking.

• Proficiency with Microsoft Excel or Google Sheets (e.g., managing large tracking registries, data validation, filtering, sorting, and reporting).

• Familiarity with clinical workflows, SOP implementation, and standard healthcare administrative processes.

• Strong organizational, analytical, and time-management skills with the ability to manage high-volume case cohorts.

• Clear, empathetic written and verbal communication skills.

Preferred Qualifications

• Experience within a Federally Qualified Health Center (FQHC), Community Health Center, or safety-net provider setting.

• Experience writing, revising, or maintaining operational SOPs and workflow guides.

• Proficiency with athenahealth.