Position Summary

The DME Coordinator is responsible for assisting the case manager with all aspects of Durable Medical Equipment procurement and delivery to ensure safe and timely patient discharges. This system-wide Brown University Health role serves as the primary liaison between case management, clinical teams, and DME vendors, ensuring compliance with payer requirements and improving process efficiency.

Key Responsibilities

• In conjunction with the case manager, coordinate and manage all DME orders from initiation to delivery, ensuring timely fulfillment for patient discharge.
• Verify and complete all required documentation for payer authorization and compliance.
• Serve as the primary point of contact for DME vendors and their liaisons, addressing issues and facilitating process improvements.
• Track and confirm post-discharge DME delivery and setup with the case manager and vendors.
• In conjunction with case management educator, develop and maintain standardized workflows and checklists for DME processes.
• Collaborate with case managers, providers, and therapy teams to ensure accurate specifications and medical necessity documentation.
• Monitor vendor performance and escalate delays or quality issues as needed.
• Participate in quality improvement initiatives related to discharge planning and equipment provision.

Qualifications

• High school diploma required. Bachelor’s degree in healthcare, business, or related field preferred.
• Experience in case management, discharge planning, or DME coordination strongly preferred.
• Knowledge of payer authorization processes and medical necessity documentation.
• Familiarity with EHR systems and DME ordering workflows.
• Strong organizational and communication skills.

Skills

• Excellent time management and prioritization abilities.
• Strong problem-solving and critical thinking skills.
• Ability to build and maintain vendor relationships.
• Proficiency in Microsoft Office and EHR platforms.
• Attention to detail and accuracy in documentation.

Reporting Structure

Reports to: Manager of Case Management or designated leadership.

Performance Metrics

• Average time from DME order to delivery.
• Percentage of discharges delayed due to DME issues.
• Accuracy and completeness of documentation for payer compliance.
• Vendor performance and responsiveness.
• Staff satisfaction and reduction in case manager time spent on DME follow-up.

Work Environment and Physical Requirements 

• General hospital environment with occasional stressful conditions associated with patient care. Risk of exposure to blood borne pathogens and disease is minimized and controlled by adherence to Hospital Infection Control policy and procedures.
• Must be able to make hospital rounds through various patient care areas either by walking or through some other mobile means. Visual acuity and finger dexterity is needed to review and carry medical records navigate through automated system screens and type on a typical computer terminal keyboard. Lifting of up to 20 lbs. may be necessary to transport items from one care unit to the next.

Independent Action

• Responds to individual patient-care situations demonstrating knowledge and skills acquired through education certification and work experience.

Supervisory Responsibilities

• None

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EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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