Clinical Office Coordinator

Position Summary

The Clinical Office Coordinator (LVN) supports the day-to-day clinical operations of All Support at Home – Home Health. This office-based position serves as a central clinical coordination resource for patients, caregivers, field clinicians, physicians, pharmacies, vendors, and internal departments. The Coordinator assists with referral review, care coordination, clinical documentation follow-up, physician orders, scheduling support, quality and compliance activities, and communication related to changes in patient condition and the Plan of Care.

This position does not provide managerial or supervisory oversight of clinical staff. The Clinical Office Coordinator works under the direction of the Director of Patient Care Services (DPCS), Clinical Director, or supervising Registered Nurse and performs duties within the LVN scope of practice and agency policy.

Essential Duties and Responsibilities

Clinical Coordination and Patient Care Support

· Review incoming referrals and available clinical information to assist the clinical leadership team with determining service needs, staffing considerations, and timely initiation of care.

· Coordinate with Intake, Scheduling, field clinicians, and clinical leadership regarding Start of Care, Resumption of Care, recertification, evaluation, transfer, and discharge workflows.

· Review diagnoses, medications, physician information, orders, and other clinical documentation for completeness and route clinical concerns to the appropriate RN or clinical leader.

· Assist with follow-up related to changes in patient condition, missed visits, hospitalization, emergency department use, medication concerns, and other patient-care events.

· Communicate with physicians, patients, caregivers, pharmacies, facilities, vendors, and interdisciplinary team members to support continuity and coordination of care.

· Track outstanding clinical needs and ensure appropriate follow-up is routed to the responsible clinician or clinical leader.

· Support interdisciplinary case coordination and case conference preparation as directed.

· Maintain accurate admission, discharge, recertification, Resumption of Care, transfer, and other clinical tracking logs as assigned.

Physician Orders and Documentation Coordination

· Coordinate the receipt, review, routing, tracking, and follow-up of physician orders and other required clinical documentation.

· Monitor outstanding orders and certifications and communicate with physicians and clinical staff to promote timely completion.

· Review documentation for completeness, required signatures, dates, and other administrative or clinical elements within LVN scope and agency policy.

· Identify incomplete, inconsistent, or missing documentation and route items to the appropriate clinician, RN, or clinical leader for correction or clinical determination.

· Assist with ensuring documentation is completed timely and supports the ordered Plan of Care.

· Maintain organized clinical records and tracking processes to support billing readiness, audit preparedness, and continuity of care.

Clinical Triage and Communication

· Receive patient, caregiver, clinician, physician, pharmacy, and facility calls and determine the appropriate next step within LVN scope of practice.

· Escalate changes in condition, high-risk symptoms, medication concerns, or other matters requiring RN assessment or provider intervention promptly.

· Provide timely follow-up and communication to field clinicians regarding orders, appointments, laboratory results, medication changes, supplies, and other care coordination needs.

· Document communications and actions accurately in the electronic medical record or designated tracking system.

· Serve as an office-based clinical resource for workflow, documentation, and coordination questions while referring clinical decision-making outside LVN scope to the supervising RN or DPCS.

Quality, Compliance, and Audit Support

· Support ongoing compliance with Medicare Conditions of Participation, California home health requirements, payer requirements, accreditation standards, and agency policies.

· Assist with clinical record audits, documentation reviews, and quality improvement activities as assigned.

· Track identified deficiencies and support follow-up to obtain missing or corrected documentation.

· Assist with preparation for regulatory surveys, accreditation reviews, payer audits, and internal audits.

· Support monitoring of utilization-related items such as visit frequency, missed visits, LUPA risk, recertification timing, and other operational indicators, escalating concerns to clinical leadership.

· Participate in Quality Assessment and Performance Improvement (QAPI) activities as requested.

· Maintain confidentiality and comply with HIPAA, infection control, patient rights, and agency compliance requirements.

Operational and Office Coordination

· Collaborate closely with Intake, Scheduling, Quality, Billing, Authorization, Rehabilitation, and other departments to resolve patient-care workflow issues.

· Assist with daily clinical scheduling and coverage coordination by identifying open visits, changes, or barriers and communicating them to the appropriate team members.

· Track time-sensitive clinical tasks and deadlines and provide follow-up to support timely completion.

· Assist with coordination of laboratory services, durable medical equipment, medical supplies, pharmacy needs, and other ordered services.

· Identify workflow barriers and communicate opportunities for process improvement to clinical leadership.

· Participate in clinical operations meetings, case conferences, education, and other agency meetings as assigned.

· Perform other LVN-appropriate clinical coordination duties as assigned by the DPCS, Clinical Director, or supervising RN.

Scope and Supervision

· The Clinical Office Coordinator is not responsible for hiring, disciplining, evaluating, or providing managerial supervision of clinical employees.

· The position may assist with orientation, workflow education, documentation follow-up, and coordination of field staff activities but does not function as the clinical supervisor of record.

· Clinical assessments, changes to the Plan of Care, and decisions requiring Registered Nurse judgment are escalated to and completed by the appropriate RN or clinical leader.

· All duties are performed in accordance with the LVN scope of practice, applicable law and regulation, payer requirements, and All Support at Home policies and procedures.

Minimum Qualifications

· Current, active, and unrestricted Licensed Vocational Nurse (LVN) license in the State of California.

· Graduate of an accredited vocational nursing program.

· Current CPR/BLS certification.

· Home Health experience strongly preferred; prior office-based clinical coordination, intake, scheduling, or case coordination experience preferred.

· Working knowledge of home health clinical documentation, physician orders, Plans of Care, medication coordination, and interdisciplinary workflows.

· Ability to recognize clinical concerns and appropriately escalate matters requiring RN or physician assessment.

· Strong organization, communication, follow-through, and problem-solving skills.

· Ability to manage multiple priorities and time-sensitive tasks in a fast-paced home health environment.

· Proficiency with electronic medical records and standard office technology.

Preferred Knowledge and Experience

· Medicare Home Health Conditions of Participation and California home health requirements.

· Home Health documentation and medical necessity requirements.

· Start of Care, Resumption of Care, recertification, transfer, and discharge workflows.

· Physician order tracking and certification processes.

· PDGM and LUPA awareness.

· Clinical record review and audit preparation.

· QAPI and survey readiness.

· Medication, laboratory, pharmacy, DME, and supply coordination.

· Interdisciplinary care coordination and patient/caregiver communication.

Key Performance Expectations

· Timely and accurate clinical coordination and follow-up.

· Timely processing and tracking of physician orders and clinical documentation.

· Effective communication with patients, caregivers, clinicians, physicians, and internal departments.

· Prompt escalation of clinical concerns requiring RN or provider intervention.

· Accurate maintenance of clinical tracking logs and electronic documentation.

· Support of regulatory compliance, audit readiness, and quality improvement.

· Reduction of avoidable delays in care caused by incomplete orders, documentation, scheduling, or communication.

· Professional, collaborative support of field clinicians and office-based teams.

Acknowledgment

This job description is intended to describe the general nature and level of work performed and is not an exhaustive list of all duties, responsibilities, or qualifications. Responsibilities may be modified based on agency needs, applicable regulations, and the employee's lawful scope of practice.

Pay: $85,000.00 - $95,000.00 per year

Benefits:

• Paid time off

Work Location: In person