Medical Coordinator

The Medical Coordinator plays a critical role in ensuring the health, wellness, and safety of individuals receiving Home and Community-based Services (HCS). This position is responsible for coordinating, tracking, and facilitating all medical, dental, and behavioral health services in compliance with HHSC and Medicaid Waiver Program regulations. The Medical Coordinator works closely with nurses, physicians, therapists, service coordinators, caregivers, and families to ensure timely delivery of high-quality care.

Key Responsibilities:

• Coordinate and schedule all medical, dental, vision, and specialty appointments for assigned individuals.
• Ensure timely follow-ups and preventive care in accordance with physician recommendations and regulatory requirements.
• Maintain accurate and up-to-date medical records, including diagnoses, medication lists, orders, and consents.
• Track and monitor annual and recurring healthcare requirements such as:
• Annual physicals
• Dental exams and cleanings
• Medication reviews
• Immunizations
• Therapy orders and plans of care
• Facilitate medication refills and renewals; communicate with pharmacists and prescribers as needed.
• Ensure completion and submission of required documentation, including but not limited to:
• IPC changes
• Nursing assessments
• Treatment plans
• Adaptive aid or therapy request forms
• Maintain clear communication with families, caregivers, and program staff regarding medical needs and instructions.
• Assist with coordination of lab work, hospital discharges, and specialist referrals.
• Review progress notes and service delivery documentation to ensure compliance and proper medical follow-through.
• Participate in team meetings, audits, and service planning (PDP/IP) processes.
• Respond to urgent healthcare needs in a timely and professional manner.
• Ensure strict adherence to HIPAA and confidentiality guidelines.

Qualifications:

• High School Diploma required; Associate or Bachelor’s Degree in Healthcare, Social Services, or related field preferred.
• Minimum of 1–2 years of experience in HCS, TxHmL, group home care, medical office coordination, or similar setting.
• Working knowledge of HCS waiver standards and HHSC compliance requirements preferred.
• Strong organizational skills with the ability to multitask and manage deadlines.
• Excellent written and verbal communication skills.
• Proficiency in EMR systems, secure email, spreadsheets, and standard office software.
• Ability to collaborate effectively with interdisciplinary teams.

Work Environment & Physical Demands:

• Office-based with routine local travel to provider locations, hospitals, and clinics.
• Must be able to lift up to 25 lbs. occasionally (medical supplies/files).
• May require availability outside of regular business hours for urgent medical needs.

Job Type: Full-time