Admissions and Discharge Coordinator – Avenue Healthcare

Avenue Healthcare are looking for the Admissions and Discharge Coordinator. The Admissions and Discharge Coordinator manages various administrative tasks related to hospital patient admissions, discharges, and financial transactions.

Purpose Statement

Our purpose is to enable and maintain health.

Mission

To provide high quality care that exceeds our clients’ expectations.

Job Description

About Avenue Healthcare

Avenue Healthcare is one of the leading private healthcare groups in East Africa running 3 Hospitals, and 19 clinics across Kenya, and a Homecare business. With over 25 years in the healthcare industry, Avenue Healthcare runs 300 hospital beds with over 1,000 staff members, and more than 400 specialists and serves over 400,000 patients annually, offering primary, secondary, and tertiary healthcare services.

POSITION:   ADMISSIONS AND DISCHARGE COORDINATOR (1)                                                                                    

POSITION TYPE:  PERMANENT

LOCATION:   GARDEN CITY MEDICAL CENTRE

DEPARTMENT:  CLIENT SERVICES                    

REPORTS TO:  BRANCH MANAGER

       Job Objective/Purpose

       Key Responsibilities

1. Patient Admission and Discharge Coordination:
2. a) Greet and assist patients and their families during the admission and discharge process, ensuring a positive experience.
3. b) Coordinate the admission, transfer, and discharge processes to ensure optimal bed utilization and patient flow.
4. c) Communicate regularly with clinical departments to anticipate and address bed needs and facilitate efficient patient movement.
5. d) Notify and coordinate SHA rebates as per regulations.
6. e) Identify and escalate capacity constraints or resource shortages to the relevant hospital managers for timely resolution.
7. f) Coordinate patient transportation arrangements and schedule ambulances or other transportation services for referrals and transfers if needed.
8. g) Coordinate the discharge process for patients leaving the hospital, ensuring all necessary documentation, orders, and discharge instructions are in place.
9. h) Communicate with patients and their families to provide information, answer questions, and address concerns regarding the discharge process.
10. i) Arrange for necessary home care services, medical equipment, supplies, and prescriptions upon discharge.
11. j) Educate patients and their families on post-discharge care instructions.

2. Patient Information Management:
3. a) Collect and enter patient demographic information accurately into the electronic medical records system (Med360).
4. b) Obtain and maintain patient consent forms, waivers, and other necessary documentation.
5. c) Ensure accurate and up-to-date patient records are maintained in the hospital’s EHR, adhering to privacy regulations.
6. d) Ensure compliance with all relevant data privacy and confidentiality regulations, including Data and Privacy Protection guidelines.

3. Insurance and Financial Coordination:
4. a) Verify insurance coverage and obtain necessary authorizations for medical services before patient admission.
5. b) Explain financial responsibilities, such as co-pays, deposits, and out-of-pocket expenses, to patients and assist them in understanding their insurance benefits.
6. c) Collaborate with Prepaid Scheme Case Managers, IP Billing Nurses, insurance companies, and other stakeholders to resolve billing and reimbursement issues.
7. d) Collect and process payments from patients for medical services rendered and enter payment information into the financial system.
8. e) Calculate and provide accurate billing statements to patients and issue receipts.
9. f) Generate and process patient invoices, receipts, or statements for services rendered by the hospital.
10. g) Reconcile daily cash and credit card transactions.
11. h) Assist patients with financial inquiries, billing discrepancies, and insurance claims.
12. i) Collaborate with billing and other departments to ensure accurate and timely processing of patient financial information.
13. j) Review and follow up on outstanding claims and denials, ensuring timely and accurate resolution in collaboration with the credit control team.
14. k) Prepare and submit financial reports related to billing, collections, and accounts receivable as required.

4. Customer Service and Communication:
5. a) Provide excellent customer service by assisting patients and their families during the admission and discharge processes.
6. b) Address patient concerns and inquiries related to their hospital stay, billing, and insurance coverage, ensuring clarity and satisfaction.
7. c) Maintain open communication with clinical and administrative staff to ensure the smooth transition of patients from admission to discharge.

5. Collaboration with Hospitals/Medical Centres Departments:
6. a) Work closely with nursing, medical, and administrative staff to ensure proper patient flow and coordination of services.
7. b) Collaborate with billing, medical records, and other departments to ensure a seamless process for both administrative and clinical needs

6. Any other duty assigned by your supervisor

Key Deliverables

Operational Efficiency – Approval of cases, theatre & dialysis scheduling, and reduced TAT.

Financial Performance – Revenue optimization, reduced case rejections, and accurate invoicing.

Client Satisfaction – High NPS scores through smooth admission and discharge processes.

Person Specification

Diploma or Degree in Accounting, Business or Administration or related fields

Additional training or certifications in hospital administration or patient coordination is an advantage

Strong knowledge of medical terminology, insurance requirements, and regulatory guidelines related to patient Admission and discharge

Ability to handle sensitive and confidential information with discretion and maintain patient privacy

Critical thinking and problem-solving abilities to assess patient needs and ensure a smooth admission and discharge process

Proficient computer skills, including experience with electronic medical records (EMR) systems

Strong organizational skills and the ability to prioritize tasks in a fast-paced environment

Previous experience in a similar role, preferably in a hospital/healthcare setting