Home Health Agency Practice Coordinator

About TLC Homecare:TLC is a small Home Health Agency providing services to vulnerable populations. TLC maintains an average census of 5 clients but aspires to grow to ~20 clients.Primary Work Location: HybridThis is a hybrid position based in the Bay Area. Team members in hybrid roles split their time between remote work and in-person collaboration. In-person work may take place at any of our Bay Area locations, depending on team needs, client services, or program priorities. Hybrid roles are designed to support flexibility while maintaining strong, mission-driven connections across teams and sites. The frequency of in-person work varies by week depending on the needs of our programs. This role will require the employee to be available for on-site work 1-2 days a week. The employee won’t always be required to come to the office weekly, but must be able to be in the office 1-2 days a week when jod duties require an on-site presence.Job Summary:The Home Health Agency Practice Coordinator provides operational, administrative, and clinical support to ensure the efficient day-to-day functioning of the home health agency. This role serves as a key liaison between patients, caregivers, clinical staff, hospitals, and leadership while supporting admissions, patient coordination, compliance, and quality assurance processes. Ensures timely documentation, supportsregulatory readiness, monitors patient care coordination activities, and helps maintain strong referral relationships to support agency growth and high-quality patient care.Job Duties:Patient Coordination & CommunicationAnswer phones and provide courteous, professional communication to patients, caregivers, referral sources, and staffFollow up calls with patients and family members to ensure concerns are addressed appropriatelyCoordinate 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 agencyEnsure timely follow-up care is scheduled when patients visit the ER but are not admittedTrack patient hospitalizations and ensure care coordination with clinical staffAdmissions & Referral ManagementOversee patient admissions and referral processes to ensure timely intake and coordination of careCollect required documentation for admissions and coordinate with billing staff for insurance verificationConfirm the physician responsible for overseeing patient care and coordinating admission scheduling with clinical staffMonitor and manage incoming referrals daily through Careport and other referral sourcesMedical Records & Documentation ManagementMaintain patient medical records in compliance with HIPAA and organizational policiesEnsure timely filing and processing of patient documentation and identify late documentation for follow-upSend required medical record documentation to designated patient representatives or DPOAs when appropriateTrack physician orders sent for signature and follow up on outstanding orders to ensure timely completionClinical Operations SupportNotify staff of patient admissions and ensure OASIS transfers and documentation are completed in a timely mannerAssist in scheduling visits and coordinating patient care activities with clinical staffParticipate in on-call triage to support patient needs and operational continuityQuality Assurance & ComplianceAssist with quality assurance activities and regulatory survey readiness by maintaining organized documentation and reportsConduct audits to support Joint Commission compliance and corrective action plansTrack and monitor quality indicators including infections, falls, medication errors, and hospitalizations on a weekly basisComplete and monitor Electronic Visit Verification (EVV) reports to ensure accuracy and complianceSystems & Administrative SupportServe as the Alora system superuser, providing support and guidance to staff on system use and troubleshootingMonitor office supplies, medical forms, and inventory levels, placing orders as neededProcess incoming mail and ensure documents are scanned and distributed to appropriate leadership staffAgency Representation & Leadership SupportAct as a liaison representing the agency to hospitals, referral partners, and community stakeholdersDevelop and maintain referral relationships to support patient intake and agency growthMaintain scheduling coordination with clinical staff to ensure adequate coverage and patient care continuityProvide operational support to agency leadership and assist with administrative initiatives as neededMinimum Required Skills & Qualifications:Minimum 1-2 years of experience in healthcare, preferably in home health, hospice, or outpatient care coordinationKnowledge of HIPAA regulations and patient confidentiality standardsExperience coordinating patient admissions, referrals, or care transitionsProficiency 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 simultaneouslyExcellent communication and interpersonal skills to interact professionally with patients, families, clinical staff, hospitals, and referral partnersAbility to maintain accurate documentation and support regulatory compliance requirementsPreferred Skills & Qualifications:1-2 years of experience in home health operations or clinical coordinationExperience working with home health EMR systems such as Alora Home Health Software or similar platformsExperience with referral management platformsNursing experience and current nursing licensePrior experience supporting quality assurance, regulatory audits, or accreditation preparation (e.g., accreditation survey)Experience tracking quality indicators such as infections, falls, medication errors, and hospitalizationsFamiliarity with Electronic Visit Verification (EVV) compliance and reporting requirementsExperience serving as a system superuser or trainer for clinical software systemsExperience developing relationships with hospitals, referral partners, or community healthcare organizationsPrevious experience in a intake coordinator, or home health operations rolePhysical Requirements:Occasional sitting or stationary workFrequent standing, walking, kneeling, stooping, and ascending stairsOccasional lifting and carrying up to 20 lbsFrequent pushing and pullingFrequent reaching high, low, and levelWork Environment:Interaction with patients, clients, and external customersBenefits:Employees in this role may be eligible for a range of benefits, includingEmployer-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 InsuranceEligibility for certain benefits may vary based on hours worked per week and length of employmentSpecific details are provided in the benefits guide and are subject to changeCardea Health and TLC is an Equal Opportunity EmployerCardea 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. #J-18808-Ljbffr