Administrative Coordinator - Carnegie, PA

Job Description

Job Description

Description:

Administrative Assistant & Administrative Coordinator

Anova Health Care System

Carnegie Office | Fortune-Certified Top 25 Best Places to Work

Ready to do work that matters — alongside people who genuinely care? Anova Health Care System is a family-owned, locally rooted agency dedicated to meeting the physical, emotional, and spiritual needs of those nearing the end of life's journey. Our mission is to enhance the living, comfort the dying, and support the grieving with compassion and dignity. Our team is dynamic and supportive, caring not only for our patients and their loved ones, but for one another, every single day.

As an Administrative Assistant & Administrative Coordinator in our Carnegie office, you'll be the organizational heartbeat of a busy, mission-driven team. This role is perfect for someone who finds satisfaction in bringing order to a fast-moving environment, who naturally spots ways to make a process smoother or smarter, and who can connect warmly with a wide range of personalities — from referral sources and families to physicians and our clinical staff. If you combine exceptional communication skills with a talent for keeping the behind-the-scenes machinery running flawlessly, we'd love to meet you.

What You'll Bring to the Role

• A gift for organization — you keep referrals, consents, orders, and supplies in perfect order, and you guarantee timely patient admission by prioritizing the daily intake flow.
• An eye for improvement — you don't just follow the process, you notice where it could work better, and you speak up with ideas that make the team more efficient.
• A steady presence with people — you move easily between inquiry calls, families in difficult moments, healthcare providers, and our hospice team, adapting your approach to each personality with patience and grace.
• Calm under pressure — you multitask, prioritize, and handle sensitive information with discretion and confidentiality at all times.

Responsibilities & Duties

• Prioritizes the intake of daily referrals to guarantee timely patient admission.
• Answers and responds to multiple calls — inquiry, intake, family members, and healthcare providers — promptly and courteously.
• Checks and follows up on referrals on a daily basis.
• Enters referral information, including medical and insurance details, into KanTime.
• Verifies and obtains physician orders and documents Certificate of Terminal Illness (CTI) information on referrals in the EMR system.
• Ascertains the patient's insurance to correctly assign the payer within the EMR system.
• Keeps Pharmacy and the Pharmacy Benefits Manager (PBM) informed of admissions as needed, faxing the necessary documents for entry into their systems.
• Communicates with medical professionals, the hospice team, and others to address patient concerns, risks, and issues.
• Applies Medicare and State hospice regulations when accepting a referral to ensure full compliance.
• Prepares Start of Care (SOC) packs for clinicians.
• Tracks patient consents and uploads them into the EMR system in a timely fashion.
• Collects and logs all medical invoices related to patients on service.
• Maintains the supply closet to ensure adequate stock and removal of expired supplies.
• Monitors required Face-to-Face (F2F) visits and notifies the Nurse Practitioner one month in advance.
• Contacts patients and families upon admission to coordinate when the Nurse (or other discipline) will initiate care or obtain signed consents.
• Collaborates with physicians and nurses to support medical examinations, schedule tests, and order supplies.
• Identifies and recommends opportunities to improve workflows and processes across the office.
• Maintains confidentiality of patient and organizational information at all times.

Qualifications & Skills

• Associate's degree, Bachelor's degree, or a combination of professional experience and college coursework preferred.
• Four years of general office and administrative support experience, OR two years plus an associate degree in business or a related field.
• One year of experience in a healthcare setting, preferably with scheduling experience.
• Proven ability to work independently and manage multiple projects in a timely, accurate, and confidential manner.
• Clear, logical thinking with sound judgment to analyze issues and carry out responsibilities.
• Extensive experience with Microsoft Word and Excel required; EMR (Electronic Health/Medical Record) experience preferred.
• Excellent written and verbal communication skills and the ability to work harmoniously with a wide variety of people and personalities.
• A natural problem-solver with strong observation skills and the instinct to recognize improvement opportunities.
• Embraces different belief systems and respects individual choices and lifestyles.
• Demonstrates initiative, cooperation, adaptability, fairness, ingenuity, and dependability.
• Handles confidential and sensitive information with discretion and care.

What We Offer

• Biweekly pay and mileage reimbursement.
• Medical, dental, and vision insurance.
• Paid time off.
• Employee referral program.
• Retirement plan (401K with matching).
• Performance bonus.
• Deeply meaningful, heart-warming work and continuous gratitude from patients, families, and friends.
• Collaboration with compassionate, professional colleagues in a warm, friendly, flexible, and supportive environment.

At Anova, we empower our staff to transform the way they work. Our people are our most important asset, so we invest heavily in the well-being of every team member. We respect the lives you lead outside of work, and we want you to make the most of that time while staying connected to our community — by making the moments you spend with us truly count.

Join a Fortune-Certified Top 25 Best Places to Work company — apply to Anova today!

Anova Health Care Services is an Equal Opportunity Employer, proud of its culture of diversity and inclusion. Applicants are considered without regard to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, gender identity, or sexual orientation.