Administrative Assistant - Case Management

Position Overview: Case Management Assistant provides a broad range of support to the care coordinators, and social workers The Case Management Assistant provides utilization management support for the utilization review process.  This role works collaboratively with all team members of Utilization Management, and works under the directions of the Director of Case Management. 

Pre-employment Requirements:

• We are a drug free facility. Passing a pre-employment drug screening is required.

Education Requirements: 

• High School Diploma or GED.


• Associate degree in business administration, healthcare administration, or a related field preferred.

Experience: 

• Minimum of 2-3 years of administrative, executive assistant, healthcare administrative, or related experience preferred.


• Must possess good verbal communication skills.


• Ability to carry out detailed written or verbal instructions independently.


• Proficient with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, and other office systems

Essential Duties & Responsibilities:

• Answer incoming internal and external calls, monitor Case Management department phones for staff call-ins, and monitor and distribute incoming faxes while ensuring compliance with internal security measures.


• Assist patients with Durable Medical Equipment (DME) to meet home care needs as ordered by the physician and in accordance with payer requirements.


• Contact insurance companies and medical groups to obtain authorizations for post-acute services, enter referrals into the post-acute system, and enter authorizations into the billing system.


• Obtain required Medicare IM signatures prior to discharge.


• Under the supervision of Case Management staff, coordinate and facilitate discharge arrangements in accordance with hospital policies and procedures and applicable state and federal regulations.


• Document discharge arrangements in the electronic medical record and appropriate Case Management tracking systems.


• Identify and involve patients, families, and caregivers in discharge planning and the formation of the plan of care. Work cooperatively with patients, families, and interdisciplinary teams while functioning as a patient advocate.

Communication & Administrative Support:

• Communicate effectively with nursing leaders, hospital leadership, employees, physicians, vendors, patients, families, and other stakeholders.


• Respond to routine inquiries, coordinate information between Case Management and other departments, and escalate matters requiring Director of Case Management involvement.


• Maintain accurate and organized records, reports, correspondence, meeting minutes, and other documentation. Assist with document preparation, filing, scanning, data entry, and electronic record maintenance.


• Maintain confidentiality and ensure administrative records comply with hospital policies and applicable requirements.


• Maintain a professional, courteous, and service-oriented presence when representing the Case Management department.

Other Responsibilities: 

• Assist with special projects and administrative assignments as directed by the Director of Case Management.


• Participate in department and organizational meetings as requested.


• Maintain knowledge of applicable hospital policies and procedures.


• Demonstrate commitment to patient safety, quality, service excellence, and organizational values.


• Perform other duties and responsibilities within the scope of the position as assigned.