Ryan White Service Medical Transportation Coordinator in Philadelphia, PA at Public Health Management Corporation

Date Posted: 11/27/2020

Job Snapshot

Job Description

Mission Statement:

Our Mission is to be the premier regional provider of integrated, community-based programs by providing outstanding services, innovative care partnerships, and team-driven excellence, within a healthy fiscal environment.

Job Description:

The Ryan White Medical Transportation Program Coordinator is responsible for the management and operation of non-emergency transportation assistance to people diagnosed with HIV/AIDS to get to healthcare and psychosocial services. Ryan White funds are intended to support only the HIV-related needs of eligible individuals, which include communication with designated case managers along with the AIDS Activities Coordinating Office (AACO). This position includes submission of invoices, ability to meet required funder timelines, and the completion of required reports. Transportation assistance is available to any persons diagnosed with HIV/AIDS regardless of race, sex, religion, sexual orientation, marital status, national origin, and place of citizenship residing in Bucks, Chester, Delaware, Montgomery, and Philadelphia Counties in PA and Burlington, Camden, Gloucester, and Salem Counties in NJ.

The Coordinator is the primary contact person to receive, verify and process transportation requests; responsible for ensuring accuracy of public transit, auto mileage, taxicab, paratransit and Uber data and information in the computer files particularly the accuracy of the funding sources. The Coordinator is responsible to track service delivery and ultimately resolve service provider and customer problems, cancellations, urgent rides and no-show rides. The Coordinator is responsible to provide related information to customers, service providers and sponsoring agencies. The Coordinator is responsible for assuring program compliance with federal, state and county regulations and standards, being a resource to resolve problems, monitor budgets, submit reports and pursue ongoing funding to maintain these services.

Essential Duties and Responsibilities:

  • Responsible for the day to day operations of program
  • Maintains the confidentiality of all program participants’ information at all times both at work and off duty;
  • Verifies all eligible consumers are registered in the transportation program;
  • Verifies with AACO the eligibility of all service providers;
  • Verifies all transportation requests to ensure the purpose, transport origins and destinations meet program criteria;
  • Ensures Ryan White is payer of last resort on medical trip requests;
  • Receives, processes and maintains files on all transportation documents submitted by referring agency case managers (client registration forms, driver registration forms, transportation provider invoices, transit & mileage reimbursement activity reports, copies of driver licenses & insurance identification cards, prescriptions or statements from primary doctors, etc.);
  • For drivers receiving mileage reimbursement, responsible to ensure current driver licenses and insurance identifications;
  • Coordinates and confirms door-to-door transports with riders, contracted taxicab & paratransit providers, and Uber Health. In the absence of clients, confirm reservations with referring medical case managers or social service workers;
  • For Philadelphia County, responsible to maintain current prescriptions or statements on official letterhead from the primary doctor stating why cab travel is necessary and the reason/s why the client can't use public transportation;
  • Monitors the delivery of service with transport providers in order to determine real-time events and conditions that affect planned delivery of transportation services. If problems occur, determines the appropriate resolution to each problem and provide resolution instructions to appropriate parties;
  • Notifies transportation providers of cancellations;
  • Performs data entry tasks in CAREWare, keying client level data in accordance with prescribed protocols and guidelines for data quality and integrity. The data includes but is not limited to client applications, registration forms and transportation invoices;
  • Responsible for reconciling the transportation activity data entered in Careware from data reports and invoices received from medical case management and transportation providers;
  • Responsible for identifying and resolving problems on collecting, verifying or reconciling transportation activity forms, eligibility of clients or invoices with PHMC management, medical case management representatives and transportation representatives.;
  • Prepares CAREWare transportation data reports for purchase requisition;
  • Submits Purchase Request Forms (PRF) for processing monthly payments to transport providers and medical case management agencies. Responsible to submit required documentation on Uber transports to the Director of Administrative Services, Community Engagement;
  • Completes project reports and presentations which include client level data reports, quarterly and annual reports and proposals as well as internal and external trainings;
  • Maintains projections report budget daily to prevent overspending in transportation budgets;
  • In coordination with AACO, assists the Program Director in preparing program plans and reports;
  • Maintains knowledge of HIV/AIDS community and serves as a technical resource to guide departmental staff;
  • Works with Project Director and Senior Director of Homeless and Social Service Programs, and Finance on yearly Transportation budget and program renewals.

PHMC Compliance Responsibilities:

  • Understands and adheres to PHMC compliance standards as they appear in the PHMC Code of Conduct, Whistle Blowers and Conflict of Interest Policies
  • Keeps abreast of all pertinent federal, state and PHMC regulations, laws, and policies as they presently exist and as they change or are modified
  • Comply with HIPAA and Confidentiality Policies and Procedures as they apply to the job
  • Comply with Department of Public Health (DPH), The Joint Commission and other accreditation and regulatory agencies standards
  • Adhere to all PHMC Policies and Procedures

Job Requirements:

  • To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below must be representative of the knowledge, skills, minimum education, training, licensure, experience, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Must possess skill in planning and organizing work as well as the ability to multi-task
  • Must possess analytical and problem-solving skills as well as possess excellent; written and oral communication skills to work and communicate effectively with diverse populations and with all levels of management, both internal and external
  • Must possess the ability to work independently;
  • Must be detail oriented and able to accurately record and process multiple data elements on a daily basis;
  • Must possess skills to make sound, accurate and sensible decisions and assessments and to develop service plans;
  • Must possess the ability to adapt to program changes and deadlines;
  • Willingness to work as a member of a team;
  • Proficient knowledge and ability in the use of Microsoft Office Word, Excel and Outlook.


  • 3 years of relevant work experience with Ryan White Services strongly preferred


  • Bachelor's Degree required


  • Commensurate with education and experience.
  • Grade 17