Care Coordinator

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