HomeCare Agency - Medical Order Tracking Coordinator (HHAeXchange Exp Required

Job Description

Job Description

YELM US Associates is the administrative division supporting our licensed home care agencies, Ultimate Care and Swift Home Care. Our office team works behind the scenes to ensure patients receive exceptional care — giving families true peace of mind — while also providing the coordination, resources, and support our field staff need to succeed. As our organization continues to grow, we are proud to expand our team in South Brooklyn and welcome individuals who are passionate about making an impact. Join a team that truly lives by its core values every day!

About Us
Our mission is to provide and restore client dignity and independence in their homes through individualized care plans that reduce caregiver role strain and stress on family members while helping clients avoid nursing homes and assisted living facilities. YELM US Associates LLC is a licensed home care provider offering comprehensive home care services. We lead with our hearts to deliver top-quality, compassionate, and empathetic care.

Compensation: $24 to $26 per hour

Location: 1000 Gates Avenue 4th Fl, Brooklyn, NY 11221

Schedule:  Monday-Friday 9:00AM-5:00PM Onsite

The Medical Order Tracking Coordinator is responsible for ensuring timely receipt, processing, tracking, and filing of physician orders and other clinical documentation required for home care services. This role works closely with nurses, physicians' offices, telehealth medical programs, and internal staff to maintain regulatory compliance and support uninterrupted patient care within a Licensed Home Care Services Agency (LHCSA). 

Key Responsibilities 

• Track, monitor, and manage physician orders from initiation through completion. 

• Obtain signed physician orders within required timeframes. 

• Maintain accurate logs and tracking systems for outstanding orders and documents. 

• Follow up with physician offices, clinics, and other healthcare providers regarding pending orders. 

• Review documents for completeness, accuracy, and required signatures before filing. 

• Upload and maintain orders and clinical records in the agency's Electronic Medical Record (EMR) system. 

• Communicate with administrative staff regarding missing, expired, or incomplete orders. 

• Ensure compliance with New York State Department of Health (NYSDOH), Medicare, Medicaid, and agency documentation requirements. 

• Prepare reports on pending, overdue, and completed orders for management review. 

• Assist with audits, surveys, and quality assurance activities. 

• Maintain patient confidentiality in accordance with HIPAA regulations. 

• Support coordination of care by facilitating timely exchange of clinical documentation. 

Requirements

• Minimum 1-2 years of experience in home care, healthcare administration, medical records, or physician order management preferred. 

• Experience with HHAeXchange and healthcare documentation processes. 

 

Skills and Competencies 

• Strong organizational and time-management skills. 

• Excellent verbal and written communication skills. 

• Ability to prioritize multiple tasks and meet deadlines. 

• Attention to detail and accuracy in documentation. 

• Proficiency in Microsoft Office Suite (Excel, Outlook, Word). 

• Knowledge of HIPAA regulations and healthcare compliance standards. 

• Ability to work independently and collaboratively in a fast-paced healthcare environment. 

Benefits

We offer the Ultimate employee perks (literally)!

• Comprehensive Health, Vision, Dental Benefits
• 401k Retirement plan + Employer Match
• Voluntary Life, Critical Illness, Group Hospital Indemnity, Accident Insurance
• Generous paid time off, sick time + more!\

Why Choose Us?

At Ultimate Care, we are dedicated to fostering a people-centric culture that is pivotal for success in the contemporary home care landscape. Our unwavering commitment begins with inspiring and empowering our employees to unleash their full potential. We actively pursue avenues to cultivate a dynamic learning environment, allowing our team members to explore and nurture their passions and talents. Our goal is to facilitate holistic growth, both personally and professionally, whether within the office or beyond. Join us on this journey of empowerment and achievement!

At Ultimate Care and our affiliates, we're committed to creating a diverse, inclusive, and authentic workplace. If you're enthusiastic about the role but don't meet every qualification in the job description, we encourage you to apply. You could be the ideal candidate for this or other roles!

Ultimate Care is proud to be an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, age, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected under federal, state, or local law.

Ultimate Care does not accept resumes from unsolicited search firms nor recruiters.