Medical Appointment Coordinator

The Medical Appointment Coordinator is a key associate at Hope Network whose primary responsibilities include: Assisting the residential programs in the management of medical appointments.  This includes scheduling and tracking all external medical, dental, and specialist appointments, while also providing safe transportation and hands-on accompaniment to these appointments.  Your goal is to ensure our residents receive seamless healthcare access while maintaining clear loops of communication between outside medical providers, our internal care team, and residents’ families.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

This is not intended to be an exhaustive listing of job functions.  This job description in no way states or implies that these are the only duties to be performed by this employee.  The employee is required to follow any other instructions and to perform any other duties as assigned.

1. Regular and predictable attendance is an essential requirement of this position.


2. Appointment scheduling and coordination:
   
   
   
   1. Own the master medical calendar for each AFC home.
   
   
   2. Schedule all routine, follow-up, and specialist appointments, ensuring they do not conflict with internal facility schedules or meal times.
   
   
   
   


3. Medical Record and Document Management
   
   
   
   1. Collect, organize, and prepare all necessary documentation prior to appointments (e.g., insurance cards, current medication lists, health care consultations).
   
   
   
   


4. Resident Transportation and Escort
   
   
   
   1. Safely transport residents to and from external medical facilities using the company vehicle or authorized transport.
   
   
   2. Provide physical assistance and compassionate accompaniment into the medical office, staying with the resident throughout their visit.
   
   
   
   


5. Clinical Liaison and Communication
   
   
   
   1. Take accurate notes on physician instructions, dosage changes, new prescriptions, recommendations, or follow-up testing requirements.
   
   
   
   


6. Internal Care Alignment
   
   
   
   1. Complete documentation and billing as required per policy.
   
   
   2. Communicate all appointment outcomes immediately to the care team.
   
   
   3. Scan and upload all paperwork.
   
   
   4. Provide new prescriptions or treatments to pharmacy, DME vendors, etc.
   
   
   
   


7. Assist in the direct supervision of residents or is aware of general whereabouts of residents (depending upon assessed level of independence).


8. Assist with weekly medication reconcilitation and medication inventory management.


9. Participates in the development and implementation of individual treatment programs and care plans for residents.


10. Participate in team meetings as assigned.


11. Communicate with supervisor and designated clinical staff regarding resident and program issues.


12. Supervises and/or provides hands-on assistance in residents' activities of daily living and self-care tasks as directed by supervisor.


13. Assist with daily resident engagement and floor operations as assigned when appointment coordinator responsibilities permit.


14. Other duties as assigned.

Position Requirements:

1. Graduated from a accredited Medical Assistant Program, Certified Medical Assistant preferred.


2. Must be able to become certified in CPR/First Aid.


3. Ability to interact with staff and residents of diverse populations required.


4. Demonstrated ability to communicate and document in both written and verbal formats to meet position responsibilities.


5. Basic computers skills and experience, and ability to use word processing equipment and other office equipment.


6. Demonstrated ability to work with individuals having special physical, emotional and social support needs.


7. Demonstrated leadership skills and ability to problem solve independently.


8. Ability to articulate and actively support the mission of the corporation to various audiences.


9. Valid driver's license with acceptable driving record according to Hope Network corporate policy.


10. At least one year of experience working in a residential or hospital setting, preferred.


11. At least one year of experience handling and administrating medications, preferred.