Post Acute Placement Assistant

Essential Job Statements

Post Acute (PAC) Placement Operations and Processing:

Manage all components of post-acute placement procedures to completion for seamless follow-up care post hospitalization. Manage a daily caseload of 20-30 patients, prioritizing tasks to meet discharge deadlines. Proactively address PAC placement challenges using sound judgement and independent thinking. Collaborate with interdisciplinary teams to promote continuity of care and optimal patient outcomes. Coordinate the communication and referrals to post-acute providers including home health, home and inpatient hospice, Long Term Acute Care facilities, Skilled Nursing facilities, Assisted Living facilities, DME, transportation and any other type of post discharge provider of services required. Support Post Acute RN Care Coordinators, Post Acute (PAC) Authorization Specialists, Inpatient RN Case Managers (RNCCs) and Inpatient Social Workers (SWs) in all aspects of discharge planning to ensure smooth and timely patient transitions from VCUMC.

Health Information Technology and Data Management:

Prepare, upload, and transmit referrals to appropriate post-acute care settings using referral management software and Electronic Medical Record. Track and electronically save all PAC placement and eligibility documents and progress. Examine EMR for data to assist with timely PAC placements. Upload and maintain documentation in Referral Management portal and the electronic medical record (EMR) system as new info comes available. Leverage technology to streamline placement and improve communication. Organize tracking, prioritizing, and reporting outcomes of PAC placement requests. Collect data and summarize as needed for managerial decision support and performance improvement endeavors

Documentation & Clinical Submission:

Act as a liaison between inpatient care coordinators and post-acute facilities/agencies to optimize PAC placement timeline and hit aggressive discharge targets. Practice meticulous data entry, rigorous proofreading, systematic filing, compliance monitoring, and verifying information precision to prevent errors. Assure submission of accurate requests by creating checklists, auditing documents, and maintaining structured records. Maintain and update departmental trackers and documentation systems for accurate and timely recordkeeping.

Post Acute Service Verification:

Understand and practice by organizational and PAC network policies and procedures for successful PAC placements. Stay updated on post-acute facility capabilities, community resources, and insurance/coverage by market. Ensure patient eligibility and coverage details are accurate for timely PAC access. Assist care coordinators, patients, and PAC co-workers in understanding PAC placement eligibility including insurance company denials, as applicable. Assure arranged post-acute care meets patient discharge needs and supports individualized care plans and goals set with the patient and family.

Communication & Coordination:

Maintain and communicate strong working knowledge of hospital processes, discharge planning, and post-acute care settings. Assume responsibility for all assigned patient PAC placements by collecting and recording accurate patient information and coordinating with all stakeholders. Handle high-volume inbound/outbound messages/calls with PAC representatives and staff regarding timeline and details regarding PAC services. Address, track, and communicate with physicians/care coordinators regarding missing information in PAC placement files. Communicate in timely manner with Care Coordination employees, Post Acute RN Care Coordinators, and vendors regarding authorized PAC services once placement is verified. Communicate directly with PAC facility liaisons to confirm patient acceptance, coordinate logistics, and resolve placement issues.

Escalate complex PAC placement issues and/or care delays to Continuum Integration leadership.

Administrative and Support:

Assist with administrative tasks such as faxing and phone inquiries. Support the Utilization Review function. Prioritize pending PAC placements according to need to enable most efficient patient flow. Expedite specific cases as needed.

Compliance and Process Improvement:

Continually improve practices, with focus to reduce waste and sustain improvements. Maintain competency on evolving practices regarding post-acute discharge planning.Follow all legal, regulatory and compliance rules and regulations. Make recommendations to Continuum Integration leadership on processes that have opportunity for improvement.

Personal Development / Other:

Attend in-services, educational programs, and meetings as necessary. Contribute to departmental initiatives as required or requested. Cover unexpected needs, minor tasks, or evolving responsibilities within the general scope of role. Special projects as assigned.

Employment Qualifications

Education Required: High school diploma or equivalent

Education Preferred: Associate's degree or higher preferred

Licensing/ Certification

Licensure Required: N/A

Licensure Preferred: N/A

Certification Required: N/A

Certification Preferred: N/A

Minimum Qualifications

Years and Type of Required Experience: Minimum of three (3) years of related healthcare experience required. Three to five (3-5) years' experience in acute care academic center or comparable organization with experience in hospital discharge planning, and post-acute care environments, preferred.

Other Knowledge, Skills and Abilities Required: Knowledge of computers and various computer programs such as Microsoft Suite products, [especially Word and Excel] and Adobe Professional. Proficiency in information technology tools like electronic health records (EHR), insurance portals, and referral management tools. Basic knowledge of medical terminology, discharge planning, and insurance billing. Ability to learn new systems. Detail-oriented with ability to manage multiple responsibilities and prioritize responsibilities. Excellent oral and written communication skills

Exceptional customer service skills and ability to work under tight deadlines. Strong coordination skills with both internal and external stakeholders. Exceptional organizational abilities to manage high-volume caseloads in a fast-paced environment. Works Day shifts, Monday through Friday and rotating weekends

Other Knowledge, Skills and Abilities Preferred: Working knowledge of EPIC EHR and Aida Referral Management software. Advanced capabilities in electronic health records (EHR) and referral management tools

Working Conditions: Periods of high stress and fluctuating workloads may occur. General office environment. May have periods of constant interruptions.

Physical Requirements

Physical Demands: Lifting/ Carrying (0-50 lbs.), Push/ Pull (0-50 lbs.)

Work Position: Sitting, Walking, Standing

Additional Physical Requirements/ Hazards

Physical Requirements: Hear alarms/telephone/tape recorder, Repetitive arm/hand movements

Hazards: N/A

Mental/Sensory -Emotional
Mental/Sensory: Strong Recall, Reasoning, Problem Solving, Hearing, Speak Clearly, Write Legibly, Reading, Logical Thinking, Other

Emotional: Fast paceenvironment, Steady Pace, Able to Handle Multiple Priorities, Frequent and Intense Customer Interactions, Able to Adapt to Frequent Change

EEO Employer/Disabled/Protected Veteran/41 CFR 60-1.4.