Transport/DMEPOS Manager

Navajo Preference Employment Act :

In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act. Pursuant to this Plan and corresponding TCRHCC Policy, applicants who meet the necessary qualifications for this position and (1) are enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe will be given preference in hiring and employment for this position, (2) are legally married to enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe and meet residency requirements will be given secondary preference, and (3) are enrolled members of other federally-recognized American Indian Tribes will be given tertiary preference.

Overview:

POSITION SUMMARY

This position is responsible for assisting in transport, durable medical equipment (processing, ordering, insurance, and arrange delivery), and clerical duties of processing Care Coordination workflow. Management of Durable Medical Equipment, Prosthetics, Orthotics, and Supplies (DMEPOS) program. Will oversee and coordinate activities of the DMEPOS program. Ensures program is in compliance with all applicable Medicare, DME, and accreditation guidelines. Incumbent updates electronic health record (Allscripts), patient registration database, statistics, obtaining resource information, relay information amongst case managers/social workers and provides a high level of customer service. Additionally, this position will provide high level administrative support to include word processing, Excel, PowerPoint, statistics, purchase ordering, filing, financial record keeping, coordination of meetings, meetings minutes and conferences, obtaining supplies, direct mailings, office organization, and all other assigned responsibilities. Timely delivery of DME, assist with budget development and management.

Qualifications:

NECESSARY QUALIFICATIONS

Education:

Must have an Associate's Degree in Business or healthcare related field

Experience:

Must have two (2) years of experience in a healthcare setting.

Other Skills and Abilities:

A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas: Positive working relationships with others - fosters teamwork Possession of high ethical standards and no history of complaints Reliable and dependable; reports to work as scheduled without excessive absences Possess and demonstrate excellent communication and interpersonal skills A high level of organizational skills to be able to organize files, office and mail. Proficient with the Microsoft Suite applications - Word, Excel, Outlook, Power Point, Access Knowledge of principles and practices of basic office management Completion of an above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job. Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job. Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading or incomplete information, as determined by

TCRHCC. MENTAL AND PHYSICAL EFFORT

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Physical:

Work is mostly sedentary, with frequent sitting, walking, standing and occasional bending while interviewing patients and preparing the appropriate paperwork for treatment of a patient. May require lifting boxes containing files or patient education material weighing up to 10 pounds. Must also be able to push and pull up to 10 pounds occasionally. Sensory requirements for position include prolonged near and color vision, depth perception and prolonged telephone use. Must also have ability for frequently seeing fine details, depth perception, hearing normal speech, and hearing overhead pages. Work involves use of both hands in prolonged simple and firm grasping and prolonged use of keyboard.

Mental:

Must be able to effectively communicate to the patient what specific information is needed, the reason for requesting such information, and able to ascertain that it is accurate as possible. Consequences of obtaining inaccurate information may delay necessary medical treatment, delay the billing process, and cause unnecessary frustration and problems. Must also have ability to continuously cope with high levels of stress, concentrate, handle a high degree of flexibility, handle multiple priorities in stressful situation, demonstrate high degree of patience, work in areas that are close and crowded, and frequently work alone. Must also be able to occasionally make decisions under high pressure and cope with anger/fear/hostility of others in a calm way.

Environmental:

May frequently be exposed to chemical agents, extremes in temperature of humidity, occasional exposure to infectious diseases, dust, fumes, gases, hazardous or moving equipment, and loud noises.

Responsibilities:

ESSENTIAL FUNCTIONS

Customer Service:

Provide courteous and professional greetings to visitors, patients, families, staff, and physicians. Demonstrate appropriate telephone etiquette. Initially assist with customer service interactions and progressively assume greater independence as experience increases.

DMEPOS Program Operations:

Manage daily operational activities of the DMEPOS program, ensuring timely processing of notifications and referrals. Develop and maintain a hospital-wide DMEPOS inventory list; oversee ordering and supply management; maintain departmental stock closets; ensure compliance with third-party payer documentation requirements; and coordinate with medical services. Perform timely and accurate data entry into the billing system, obtain third-party resource information, and communicate relevant updates to staff. Manage procurement processes for Durable Medical Equipment and track budget history.

Training and Development:

Identify staff learning needs and coordinate targeted training initiatives to support competency in DME operations. Develop, update, and maintain training materials and educational resources related to DME. Collaborate with Physical Therapists and interdisciplinary team members to deliver clear instruction to patients and caregivers on the safe operation, maintenance, and basic troubleshooting of DMEPOS equipment. Conduct follow‑up outreach to assess patient satisfaction, verify proper equipment use, and address any issues requiring additional support.

Supply and Inventory Oversight:

Oversee ordering of supplies and adjust PAR levels based on operational needs. Establish and manage stock closets within ambulatory service departments, ensuring items are properly stocked and accompanied by required referral and compliance forms. Collaborate with administrative personnel to secure adequate storage space for program operations. Maintain relationships with DMEPOS vendors and manufacturers to ensure timely delivery, competitive pricing, and product quality. Review vendor contracts and ensure compliance with purchasing policies and Medicare supplier standards.

Regulatory and Accreditation Compliance:

Ensure full compliance with Medicare DMEPOS regulations. Prepare for internal and external audits, including CMS, Joint Commission, AAAHC, or other accrediting bodies. Maintain required logs, reports, and documentation to demonstrate compliance with DMEPOS supplier standards. Participate in policy development and review to ensure alignment with evolving regulations.

Documentation and Collaboration:

Accurately and promptly document all interventions and patient-related activities. Work collaboratively with team members and foster strong relationships with community partners and referral resources.

PRC Eligibility Screening:

Review patient face sheets to determine CHS Patient Referred Care (PRC) eligibility and refer patients to alternative resources when appropriate.

Care Coordination Administrative Support:

Perform daily administrative tasks for the Care Coordination program, including clerical data entry, processing correspondence, and managing notifications and referrals. Maintain competency files and organize all relevant documents. Develop and maintain a comprehensive database for efficient information retrieval. Assist in coordinating case management, utilization review, PRC processes, and patient benefit coordination. Oversee daily activities related to client transportation, diagnostic testing referrals, and appointment scheduling as directed by medical providers.

Multidisciplinary Team Participation:

Attend and actively participate in multidisciplinary care team meetings. Record meeting minutes for all Care Coordination-related meetings. Contribute to performance improvement initiatives and collect data for project measurement. Direct customers to appropriate Care Coordination resources, policies, and procedures. Communicate effectively with patients, providers, and external agencies while ensuring compliance with HIPAA regulations and all hospital, Nursing, and Human Resources policies.

Electronic Health Record Documentation:

Document all interventions and patient-related activities in the electronic health record in real time.

Team and Community Collaboration:

Work collaboratively with internal teams and maintain strong relationships with community and referral partners. Screen patient face sheets for PRC eligibility and refer to alternative resources as needed.

Client Transportation Coordination:

Coordinate and manage all aspects of client transportation and escort services for local, interstate, and intrastate travel, via ambulance, chartered aircraft, air ambulance, and helicopter transport. Prepare and finalize transport arrangements in close collaboration with inpatient units, providers, case managers, and house supervisors to ensure seamless continuity of care. Oversee the timely, safe, and efficient scheduling of all transport modalities, prioritizing medical urgency and operational readiness. Adherence to established procedures is essential, as noncompliance may result in duplicated transport costs, delays in patient care, or loss of critical medical response time.

PPE Compliance:

Consistently wear required PPE while on duty, including but not limited to face masks, gloves, gowns, NIOSH-approved N95 respirators (or higher, if available), and eye or face shields.

Safe PPE Practices:

Perform proper donning and doffing procedures and dispose of used PPE in accordance with current CDC guidelines.

Cleaning and Decontamination:

Complete required training for routine cleaning and decontamination of surfaces exposed to communicable diseases to ensure a safe environment for patients, visitors, employees, and external customers.

Other Duties:

Perform additional duties as assigned.