Care Coordinator

Job Description

Job Description

CARE COORDINATOR

Valhalla, NY (On-Site) 

Job Type: Full-time (Regular, Hourly Non-Exempt)
Schedule: Monday to Friday, 35 hours per week

Job Summary

WIHD’s Adult Health Services is seeking a Care Coordinator to serve as a key operational liaison between patients, caregivers, providers, and clinical teams. You will coordinate patient intake and registration, internal referrals, scheduling, and patient portal access, helping patients and caregivers understand and connect with WIHD services. You will also coordinate administrative preparation for our mobile medical van clinics and provide front desk coverage when needed.

About WIHD:

WIHD’s mission is to create better futures for people with disabilities, for vulnerable children and for their families and caregivers.  WIHD accomplishes its mission through professional education; innovative services and supports; community training and technical assistance; and research and information dissemination. WIHD provides a positive working environment that promotes employee safety, growth and goal attainment. 

What You’ll Do

• Process and manage internal referrals across Adult Health and specialty clinics.
• Schedule patients in line with provider templates and clinical needs, and reschedule no-show appointments to support continuity of care.
• Provide real-time operational support during clinic sessions and serve as a liaison between providers and administrative staff.
• Conduct administrative phone triage and route provider tasks, portal messages, and communications accurately within the EMR, escalating urgent or clinical matters to qualified staff.
• Upload, index, and route clinical documents, faxes, and correspondence in the Electronic Medical Record, following HIPAA and organizational policies.
• Review patient registration packets, verify guardianship, legal representative, and consent documentation, and follow up on missing items.
• Monitor the designated intake email account and patient portal inbox; create patient portal accounts after verifying required consent and authorization.
• Coordinate scheduling, documentation, and checklists for mobile medical van clinics with agencies and internal departments.
• Provide structured front desk coverage during PTO, call-outs, or high-volume clinic days.
• Support operational projects, workflow standardization, and data tracking and reporting that improve efficiency, compliance, and patient experience.

Required Qualifications

• Associate degree in healthcare, human services, business administration, or a related field.
• 3+ years of administrative experience.
• 2+ years of experience in a healthcare setting.
• 1+ year of medical scheduling experience.
• 1+ year of documentation review experience.
• Ability to use electronic records, manage confidential documents, verify required forms, and communicate clearly with patients and caregivers.

Preferred Qualifications

• Bachelor’s degree in healthcare administration, human services, business, or a related field.
• Experience with Electronic Medical Record software and patient portals.
• Experience working with individuals with disabilities, especially intellectual and developmental disabilities (I/DD).
• Proficiency in Microsoft Office (Word, Excel, Outlook).
• Experience with intake coordination, consent review, referrals, or multi-department healthcare services.

Who You Are

• Friendly, caring, and confident, with excellent organizational skills and flexibility.
• Calm in difficult situations and able to refer to other staff when necessary.
• Detail-oriented, with sound judgment and reliable follow-through on time-sensitive tasks.
• A team player who represents Health Services positively and professionally.
• Committed to confidentiality, and able to recognize the limits of the role and escalate clinical, legal authorization, privacy, and patient safety concerns.

Benefits

• Medical and Dental Insurance
• FSA or HSA
• Paid Time Off (Vacation, Sick, Personal and Holidays)
• Term Life insurance 
• Short and Long-Term Disability 
• 403B employer contribution 

  Equal Opportunity Employer

WIHD is committed to fostering a workplace culture that values respect, fairness, and equal opportunity. Employment decisions are based on individual qualifications, experience, and business needs. We comply with all applicable laws and do not discriminate on the basis of race, color, national origin, citizenship status, religion, age, sex, marital status, sexual orientation, gender identity, disability, veteran status, pregnancy, or any other status protected by law.