Home Health Agency Practice Coordinator

Job Duties:

Patient Coordination & Communication

• Answer phones and provide courteous, professional communication to patients, caregivers, referral sources, and staff
• Follow up calls with patients and family members to ensure concerns are addressed appropriately
• Coordinate communication with hospitals when patients are sent to the emergency room to confirm admission status and notify hospital staff that the patient is currently receiving services from the agency
• Ensure timely follow-up care is scheduled when patients visit the ER but are not admitted
• Track patient hospitalizations and ensure care coordination with clinical staff

Admissions & Referral Management

• Oversee patient admissions and referral processes to ensure timely intake and coordination of care
• Collect required documentation for admissions and coordinate with billing staff for insurance verification
• Confirm the physician responsible for overseeing patient care and coordinating admission scheduling with clinical staff
• Monitor and manage incoming referrals daily through Careport and other referral sources

Medical Records & Documentation Management

• Maintain patient medical records in compliance with HIPAA and organizational policies
• Ensure timely filing and processing of patient documentation and identify late documentation for follow-up
• Send required medical record documentation to designated patient representatives or DPOAs when appropriate
• Track physician orders sent for signature and follow up on outstanding orders to ensure timely completion

Clinical Operations Support

• Notify staff of patient admissions and ensure OASIS transfers and documentation are completed in a timely manner
• Assist in scheduling visits and coordinating patient care activities with clinical staff
• Participate in on-call triage to support patient needs and operational continuity

Quality Assurance & Compliance

• Assist with quality assurance activities and regulatory survey readiness by maintaining organized documentation and reports
• Conduct audits to support Joint Commission compliance and corrective action plans
• Track and monitor quality indicators including infections, falls, medication errors, and hospitalizations on a weekly basis
• Complete and monitor Electronic Visit Verification (EVV) reports to ensure accuracy and compliance

Systems & Administrative Support

• Serve as the Alora system superuser, providing support and guidance to staff on system use and troubleshooting
• Monitor office supplies, medical forms, and inventory levels, placing orders as needed
• Process incoming mail and ensure documents are scanned and distributed to appropriate leadership staff

Agency Representation & Leadership Support

• Act as a liaison representing the agency to hospitals, referral partners, and community stakeholders
• Develop and maintain referral relationships to support patient intake and agency growth
• Maintain scheduling coordination with clinical staff to ensure adequate coverage and patient care continuity
• Provide operational support to agency leadership and assist with administrative initiatives as needed

Minimum Required Skills & Qualifications:

• Minimum 1-2 years of experience in healthcare, preferably in home health, hospice, or outpatient care coordination
• Knowledge of HIPAA regulations and patient confidentiality standards
• Experience coordinating patient admissions, referrals, or care transitions
• Proficiency using electronic medical record (EMR) systems and standard office software (Microsoft Office or equivalent)
• Strong organizational skills with the ability to track multiple patient cases, documentation deadlines, and operational tasks simultaneously
• Excellent communication and interpersonal skills to interact professionally with patients, families, clinical staff, hospitals, and referral partners
• Ability to maintain accurate documentation and support regulatory compliance requirements

Preferred Skills & Qualifications:

• 1-2 years of experience in home health operations or clinical coordination
• Experience working with home health EMR systems such as Alora Home Health Software or similar platforms
• Experience with referral management platforms
• Prior experience supporting quality assurance, regulatory audits, or accreditation preparation (e.g., accreditation survey)
• Experience tracking quality indicators such as infections, falls, medication errors, and hospitalizations
• Familiarity with Electronic Visit Verification (EVV) compliance and reporting requirements
• Experience serving as a system superuser or trainer for clinical software systems
• Experience developing relationships with hospitals, referral partners, or community healthcare organizations
• Previous experience in a intake coordinator, or home health operations role

Physical Requirements:

• Occasional sitting or stationary work
• Frequent standing, walking, kneeling, stooping, and ascending stairs
• Occasional lifting and carrying up to 20 lbs
• Frequent pushing and pulling
• Frequent reaching high, low, and level

Work Environment:

•  Interaction with patients, clients, and external customers

Benefits:

• Employees in this role may be eligible for a range of benefits, including
  • Employer-supported medical,
  • Access to dental and vision insurance,
  • Paid vacation and sick time,
  • Retirement plan (401k) participation with a company match,
  • Commuter benefits,
  • Long Term Disability,
  • Life Insurance
  • Eligibility for certain benefits may vary based on hours worked per week and length of employment
  • Specific details are provided in the benefits guide and are subject to change

Cardea Health and TLC is an Equal Opportunity Employer

Cardea Health is committed to diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, age, gender identity or gender expression, genetic information, marital status, national origin, disability, citizenship or veteran status. We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the state of California and San Francisco Fair Chance Ordinance.

This job description is not designed to contain a comprehensive list of activities, duties, or responsibilities for this role. Activities, duties, or responsibilities may change, or a new job description may be assigned at any time with or without notice.