JOB TITLE: Transfer Coordinator 

EFFECTIVE DATE: 2024

PROGRAM: Inpatient CSU 

REPORTS TO: Director of Nursing

FACILITY: BCSU/LCSU 

CITY: Lakeland

JOB STATUS: Full Time 

FLSA: Non Exempt

Job Summary:

The Transfer Coordinator facilitates the transfer of patients into and outside of the PRC Inpatient Units. This position is responsible for ensuring that the patient meets all Peace River Center's clinical, financial, and regulatory criteria for transfer and verifies CSU Bed availability for the BCSU and LCSU. This staff person will monitor, coordinate, and collect necessary verbal and written documentation as required of the agency/referring institution. The staff person will possess excellent written and verbal communication skills, and additionally complete administrative tasks such as monitoring of facility processes, submitting daily data to required entities, and confirming that client documentation has been collected. The Transfer Coordinator will maintain excellent relationships with the inpatient team and referring facilities.

General Expectations:

In the performance of their respective task and duties, all employees are expected to conform to the following:

1. Adhere to all PRC policies and Code of Conduct standards and at all times exhibit all

PRC's Core Values.

1. Perform quality work within deadlines with or without direct supervision.
2. Interact professionally with other employees, customers and vendors.
3. Work independently, while understanding the necessity for communicating and coordinating work efforts with other employees and organizations, as required.

Comply with all Center policies and procedures except those for which the employee gives notice of the need for reasonable accommodation and for which the Center can make such reasonable accommodation.

An employee in this position must be able to react to change productively.

Attends all scheduled work hours, meetings, training, and other center functions.

Job Function and Tasks: NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level.

Responsible for inpatient referral screening including:

Serves as the point of contact for referrals and obtains necessary information to initiate the patient's transfer into the Peace River Center CSU.

Monitor facsimile machine for faxed referrals.

Obtains medical history, patient demographics, and insurance from referring institution.

Promptly screen referral documentation for appropriateness of placement with strict adherence to policies and procedures.

Connects with Charge Nurse at the receiving CSU to provide notice of the pending transfer and to determine availability of a bed.

Communicates with the referring institution of approval and coordinates time of transfer.

Identifies, analyzes, organizes, and solves problems and issues in a timely, effective manner and collaborates with others to make sound, timely decisions.

Tracks & documents all transfer encounters.

Understand, navigate, and maintain electronic record reporting within agency timeline expectations.

May be asked to maintain and provide daily, weekly, or monthly referral statistics for submission to Administration.

Verifies patient transfer Summary Review following each shift.

Performs all other duties as assigned adapts to a changing work environment.

Responsible for reviewing Credible Seclusion and Restraint services (SANDRs):

1. Ensure SANDR form is completed appropriately and thoroughly using Credible reporting tool.
2. Review Credible chart for SANDR order.

Electronically submit Baker Act cover sheets to DCF according to procedure.

Electronically submit digital Clerk of Courts required paperwork according to procedure.

Essential Duties/Requirements/Activities:

1. Ability to arrive/report to work on time and ready to work.
2. Ability to abide by company attendance policy.
3. Ability to abide by principles of EEO compliance and a workplace of dignity and respect.
4. Ability to work cooperatively in a group/team setting.
5. Ability to show respect to others.
6. Ability to take guidance and direction from supervisors.
7. Ability to report to work with clean hygiene.
8. Ability to adhere to company /program dress code standards.
9. Ability to professionally communicate with others.
10. Ability to record minutes from meetings.
11. Ability to keep information confidential.
12. Ability to encourage treatment team to fully assess for presenting needs and assist in how to address needs.
13. Ability to listen to and understand information and ideas presented verbally and in writing.

Qualifications:

1. Must have good organizational skills and be able to work independently.
2. Knowledge of facility systems and organization as they pertain to medical records and organization review.
3. Good customer facing and phone skills.
4. Communication and interpersonal skills to develop relationships with clients, staff, providers, and payors.
5. Good organizational skills with the ability to multi-task and manage time.
6. Understanding of basic medical terminology.
7. Experience working in a Medical Office setting.
8. Competency in the use of office equipment such as fax machine, multi-line phone system, email, computer, etc.

Education:

High School diploma (GED), AA Degree a plus

Experience:

2+ years in customer service.

2+ years in a business setting.

2+ years in a health care environment.

1+ year in communicating with external organizations.

Certifications:

None

Training:

20 hours professional enhancement training annually including all PRC required.

Credible/DCF Backer Act Reporting/Report generating training as needed to perform assigned job duties.

Knowledge and Skills:

1. Excellent written and verbal communication skills, including oral presentations.
2. Highly motivated, able to learn quickly and prioritize multiple tasks.
3. Proficient in Word, Excel and the ability/willingness to learn other applications.
4. Excellent organizational skills including setting up/maintaining files.
5. Proactive approach to problem resolution.
6. Familiarity with medical terminology.
7. Working knowledge of the healthcare revenue cycle process.
8. Strong interpersonal, communication and persuasion/negotiation skills required to effectively interact with internal and external parties.
9. Must be able to follow detailed instructions.
10. Consistently exercises critical thinking skills or uses logic and reasoning to assess and resolve problems.

1. Quickly makes sense of, combines, and organizes information.
2. Consistently maintain a professional and approachable demeanor.
3. Able to work under pressure and meet stringent deadlines in a fast-paced environment.
4. Successfully alternates between two or more activities or sources of information.
5. Accepts responsibility and maintains a high level of accountability.
6. Handle unresolved inquires/issues.

Safety Equipment

Universal Precautions

Comply with Occupational Safety and Health Administration (OSHA) rules and regulations.

Life Safety Equipment (fire extinguisher)

Transportation:

Must have reliable transportation.

Machines, Tool and Equipment Used

Computer, telephone- multi line, fax, copier, Calculator

Supervisory Relationship(s)

None

Work Environment:

The work environment is fast-paced and consists of exposure to physical conditions typical of a normal office environment. The populations cared for will include patients who are confused, delusional, irrational, agitated, or uncooperative. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects. A small amount of travel may be required for meetings etc. to another PRC location.

EEO Statement

One of the greatest assets of the PRC is the ethnic, cultural, and social diversity of its employees. PRC takes great pride in the diversity and values and respect of all its employees, regardless of race, color, sex, marital status religion, national origin, ancestry, genetic information, age, disability, gender identification, or sexual orientation.