Community Care Coordinator - #

Essential Duties and Responsibilities Consult Tracking & Lifecycle Management Efficiently monitor and manage all assigned Community Care consults to ensure accurate tracking from initiation through resolution and closure. Maintain daily, up‑to‑date, accurate records of consult status, activity, and outstanding requirements using approved tracking tools. Review consults for completeness and accuracy, identifying missing orders, authorizations, documentation, or follow‑up needs. Manage follow‑up on pending, cancelled, delayed, and active consults to prevent missed care or expired authorizations. Utilize the designated consult tracking system (including interim/manual trackers while system access is pending) and assume responsibility for reviewing and acting on consults for the assigned CBOC. Reporting, Huddles & Communication Attend daily or regularly scheduled clinic huddles and report on: Pending consults Cancelled consults Active and aging consults Generate routine reports to keep leadership and the care team informed on consult status, risks, and unresolved items. Escalate issues that place consult completion, timeliness, or compliance at risk in accordance with established protocols. Veteran Outreach & Support Contact Veterans as needed to: Confirm appointment status Resolve delays or missing information Support timely completion of Community Care services Document all Veteran communications accurately and professionally. Documentation Collection & Imaging Disc Management Proactively chase and collect all required documentation from Community Care providers, including consult notes, reports, and follow‑up plans. Collect, prepare, and send imaging/X‑ray discs and related documentation to the VA. Track and confirm timely upload of discs into the Veteran’s medical record . Inform ordering or referring providers once imaging discs and documentation have been successfully uploaded and are available for review as well as any follow‑up consults that need to be placed. Provider & VA Coordination Serve as the primary point of contact for Community Care providers with questions regarding: VA points of contact Medications Orders Renewals or extensions of Community Care consults Coordinate with VA departments and internal clinic staff to ensure timely responses to provider inquiries. Community Care Provider Relationship Management & Education Develop and maintain strong working relationships with local Community Care providers , office managers, and referral coordinators. Conduct proactive outreach to help providers understand: What the CBOC is and is not responsible for Provider responsibilities related to orders, documentation, and follow‑up care Support improved provider compliance and turnaround times through education, clear expectations, and consistent communication. Follow‑Up Workflow Development & Clinical Coordination Establish and maintain a streamlined process to notify clinic providers when follow‑up actions are required that the Community Care provider cannot initiate directly. Example: initiating a physical therapy consult after orthopedic surgery when required by VA workflow Ensure providers receive timely, actionable information needed to place additional consults or orders without delay. Compliance & Quality Support Ensure all activities comply with HIPAA, VA Community Care requirements, and contractor policies. Maintain documentation and tracking records to support audits, compliance reviews, and quality improvement initiatives. Contribute to process refinement aimed at reducing consult delays and improving Veteran care experience. Required Qualifications High school diploma or equivalent required Minimum 2 years of experience in healthcare coordination, consult management, referrals, medical records, or patient access. Demonstrated ability to manage high volumes of consults and conduct persistent follow‑up. Strong organizational skills with excellent attention to detail. Proficient with electronic tracking systems, spreadsheets, and documentation workflows. Strong verbal and written communication skills. Preferred Qualifications Experience with VA Community Care, VA consult workflows, or contractor‑supported CBOCs. Familiarity with imaging, specialty care referrals, and documentation standards. Experience serving as a liaison between multiple healthcare entities. Core Competencies Clear and professional communication Attention to detail and data accuracy Persistence and accountability Relationship building with external providers Ability to manage competing priorities and deadlines #J-18808-Ljbffr