Transportation Coordinator

REPORTING RELATIONSHIPS: Reports directly to the Director of Ancillary Services. Works in close collaboration with Transportation Drivers and coordinates services across Skilled Nursing Facility (SNF), Senior Life Solutions (SLS), Clinics, and other hospital departments

POSITION SUMMARY: The Transportation Coordinator is responsible for the coordination, scheduling, dispatching, documentation, and billing of patient transportation services. This position serves as the operational lead of the Transportation Department and ensures safe, efficient, and compliant transport services in support of Hospital, Clinics, and Skilled Nursing Facilities.

The Transportation Coordinator also serves as a backup driver and must meet all qualifications, training, and compliance standards required of Transportation Drivers.

Wage Scale: $23-25/hr

Full Benefits

ESSENTIAL DUTIES:

1. Operational Coordination & Dispatch

· Coordinate and dispatch transportation services in alignment with organizational priorities, including SNF and Senior Life Solutions programs.

· Optimize daily routes and schedules to ensure timeliness, efficiency, and continuity of care.

· Serve as the primary liaison between Transportation and internal departments, communicating schedule updates, delays, and operational impacts.

2. Documentation & Billing Compliance

· Accurately document transportation services in approved electronic systems.

· Verify eligibility, authorizations, and required documentation prior to billing submission.

· Coordinate billing submission to Partnership HealthPlan and other payers in compliance with contractual and regulatory standards.

· Maintain accurate transportation logs, trip records, and documentation to ensure audit readiness.

3. Fleet Oversight & Vehicle Compliance

· Coordinate and oversee routine and preventative vehicle maintenance scheduling.

· Arrange vehicle servicing with approved vendors (e.g., tire services, inspections, mechanical repair) and transport vehicles to service appointments as needed.

· Track mileage, inspection intervals, maintenance records, and compliance documentation.

· Ensure completion and documentation of required vehicle safety inspections.

· Maintain fleet cleanliness standards, including routine exterior washing, interior cleaning and sanitization, removal of debris, and ensuring vehicles are presentable and patient-ready at all times.

· Establish and monitor cleaning schedules (daily, weekly, and as needed) to support infection prevention and professional appearance standards.

4. Backup Driver Responsibilities

· Provide transportation services as needed to maintain operational continuity.

· Conduct and document required pre-trip and post-trip vehicle inspections.

· Safely assist patients with boarding, mobility devices, and securement in accordance with training and safety standards.

· Report incidents, accidents, mechanical concerns, or patient events immediately in accordance with organizational policy.

5. Regulatory Compliance

· Ensure departmental compliance with DHCS and Medi-Cal managed care transportation requirements.

· Maintain HIPAA compliance and patient confidentiality at all times.

· Participate in quality improvement and risk management activities.

· Perform other duties as assigned in support of departmental and organizational operations.

PROFESSIONAL BEHAVIOR:

Maintains professional appearance and conduct consistent with organizational standards.

Demonstrates strong problem-solving skills and the ability to work independently in a fast-paced environment while maintaining attention to detail.

Demonstrates respectful, courteous, and collaborative interpersonal behavior.

Exercises accountability, reliability, and sound judgment.

Manages time effectively and adapts to changing priorities.

Maintains emotional control and professionalism in high-pressure situations.

Communicates clearly, accurately, and professionally with staff, patients, and external partners.

POSITION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

EDUCATION/EXPERIENCE:

The following education or combination of education and experience are required for the position:

High school diploma or equivalent required.

Prior experience in dispatching, scheduling, transportation coordination, or healthcare operations preferred.

Experience with NEMT/NMT services and/or healthcare billing preferred.

CPR and First Aid certification required or ability to obtain within designated timeframe.

Must meet all Transportation Driver qualification requirements, including driver screening, DMV Pull Notice enrollment, and required training.

SKILLS:

Strong organizational and multitasking skills.

Proficiency with electronic scheduling, documentation, and billing systems.

Working knowledge of HIPAA and patient confidentiality requirements.

Effective verbal and written communication skills.

Ability to prioritize tasks and manage competing demands independently.

Customer service orientation with sensitivity to patient needs.

PHYSICAL CAPACITIES/EQUIPMENT OPERATED:

The physical demands and work environment described here are representative of those required for any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include prolonged sitting, standing, walking, bending, and occasional lifting or assisting patients as needed.

Equipment operated and/or maintained:

· Computer, telephone, headset, and standard office equipment

· Transportation vehicles (when serving as backup driver)

· Electronic documentation and billing systems

WORKING RELATIONSHIPS:

Skilled Nursing Facility staff

Senior Life Solutions program staff

Clinics and hospital departments

Transportation Drivers

Billing and Finance departments

Partnership HealthPlan and other external payers

Community partners and service vendors

FREEDOM TO ACT/ACCOUNTABILITY:

· Actively contributes in staff meetings

· Identifies problems, and recommends resources and methods for resolution using chain of command

· Cooperates with coworkers across all departments

· Monitors own performance and reports on program/problem progress

· Acting in accordance, at all times, with Eastern Plumas Health Cares Mission and Values.

PRIVACY AND CONFIDENTIALITY:

As set forth in the Health Insurance Portability and Accountability Act of 1996 (HIPAA), this position must maintain patient confidentiality in accordance with State and Federal regulations.

Protected Health Information is restricted to a need-to-know basis. Any intentional or unintentional breach of confidentiality will be reported to the HIPAA Privacy Officer and is subject to disciplinary action, up to and including termination of employment.