PAS Intake Coordinator

Description

Exalt Health, an acute rehabilitation hospital, provides an intensive rehabilitation program, and admitted patients must be able to tolerate three hours of intense rehabilitation services per day. Focused on caring for patients with complex rehabilitative needs such as stroke, spinal cord injury, brain injury, head trauma, medically debilitation conditions, neurological disorders, cardio-pulmonary amputations, orthopedic injuries, and multiple major traumas.

Position Summary

The PAS Intake Coordinator is an entry-level role focused on efficiently and accurately completing the Pre-Admission Screening (PAS) tool. This role is designed to accelerate the admission workflow by handling the clerical assembly of patient files. The Coordinator will gather data from hospital systems and field staff to ensure all administrative fields in the PAS are finalized, enabling the clinical team to provide final approval more quickly. This position is ideal for individuals with strong organizational skills, those with teaching backgrounds, or individuals with administrative certifications.

Key Responsibilities

• Data Entry & Transcription: Accurately input patient demographics, history, and referral details into the PAS documentation system.
• Workflow Acceleration: Prioritize incoming referrals to ensure "real-time" document completion, directly supporting the speed of the Hospital Liaison team.
• Administrative Quality Control: Audit files for missing signatures, incomplete contact information, or missing insurance details prior to clinical review.
• Technology Integration: Utilize AI-assisted tools (such as Microsoft Copilot) to summarize data points, draft communications, and organize high volumes of referral information.
• Collaboration: Work closely with the Corporate Director of Patient Analytics to ensure data entry aligns with corporate tracking standards.

Requirements

Qualifications

• Education: High School Diploma or GED (Minimum Requirement).
• Preferred Backgrounds: Teaching Certifications are highly desirable due to the transferable skills in documentation, organization, and information synthesis.
• Certifications: Medical Billing or Coding certificates are a significant plus.
• Experience: Prior experience in healthcare is not required; we will train candidates who demonstrate close attention to detail and strong computer literacy.
• Technical Skills: * Proficiency in Microsoft Office Suite (Word, Excel).
• Training or experience with Microsoft Copilot (or comparable Generative AI software) is a plus.
• Ability to learn and navigate Electronic Medical Record (EMR) software quickly.

Remote Work & Operational Expectations

As a fully remote position supporting a national network of Exalt Health facilities, the following expectations are essential to maintaining the "Speed to Admission" goal and ensuring seamless coordination across different regions.

Geographic & Time Zone Requirements

• Location Restraints: Candidates must reside within a United States time zone.
• Multi-Regional Support: The team supports hospitals across Arizona, Central, and Eastern time zones. Employees must be willing to work a schedule that aligns with these operational windows (e.g., a "staggered start" to ensure coverage from the start of the Eastern business day through the close of the Arizona business day).

Technical Infrastructure

• Internet Stability: Consistent access to a reliable, high-speed internet connection is mandatory. Frequent "drop-outs" or inconsistent connectivity that hinders EMR access or communication will impact performance metrics.
• Home Office Environment: Must maintain a professional, quiet work environment suitable for video conferencing and focused data entry.

Communication & Responsiveness

• Continuous Availability: Candidates are expected to be fully present and engaged during their designated shift.
• The "One-Hour" Rule: To ensure Hospital Liaisons are never stalled in the field, coordinators must respond to inquiries via Phone, Email, and Microsoft Teams Chat within one hour of receipt.
• Mandatory Daily Stand-Ups: Participation in a daily "Stand-Up" meeting via Microsoft Teams is required to review the referral queue, discuss roadblocks, and align on daily volume priorities.

Performance Monitoring

• Digital Presence: Indicators on Microsoft Teams must accurately reflect current work status.
• Metric Reporting: Success is measured by "Time-to-Completion" for PAS documents and responsiveness to field-based inquiries.

Skills and Abilities, Proficiency and Productivity Standards

• Organizes and prioritizes tasks and projects, accurately completing job responsibilities within the specified time constraints.
• Excellent attention to detail and accuracy.
• Analytical and problem-solving abilities.
• Ability to work under deadlines and handle multiple tasks.
• Speaks and communicates English effectively in verbal and written format; writes legibly.
• Reading and comprehension at the level necessary to perform job duties appropriately.
• Works cooperatively with co-workers and other hospital employees
• Functions proficiently in a Microsoft Windows environment (Outlook, Word, Excel, PowerPoint)

Physical Demands and Work Environment

The physical demands described here are representative of those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.

• Machines, Equipment Used
• Computer
• Phone
• Other electronic communication devices

Physical Requirements

• Ability to lift up to 20 pounds with or without assistance.
• Ability to stand, sit, reach, push, pull, stoop, kneel, crouch and/or crawl, grasp, use fine finger movement.

Proficiency or Productivity Standards:

• Has regular, reliable, and predictable attendance and punctuality.
• Adheres to Standards of Business Conduct.
• May be required to work weekdays and/or weekends, evenings and/or night shifts if needed to meet deadlines.
• May be required to work on religious and/or legal holidays on scheduled days/shifts.
• May be required to perform other duties as assigned by supervisor.
• This position will support cultural diversity by promoting and maintaining an inclusive work environment and culture that is respectful and accepting of diversity.