Care Coordinator Supervisor - Valeda

Care Coordinator Supervisor - Valeda Job Summary The Care Coordinator Supervisor - Valeda serves as the operational lead for the Valeda/Photobiomodulation (PBM) service line at California Retina Consultants, overseeing patient coordination, treatment workflows, reimbursement monitoring, reporting, staff education, and practice-wide implementation efforts. Acting as the primary subject matter expert, this role supports physicians and clinic teams while also performing ophthalmic technician duties and ensuring consistent patient experience, scheduling, and financial counseling across all regions. Reporting to regional leadership, the Supervisor collaborates closely with physicians, RCM, Clinical Excellence, Patient Access, and operations teams to standardize workflows, analyze reimbursement trends (including CPT 0936T), drive process improvements, and support successful expansion and operational consistency of the Valeda program across the organization. Duties / ResponsibilitiesValeda Program Leadership Serves as the operational lead for the Valeda / PBM service line across the practice Assists with implementation and expansion of Valeda programs across multiple regions and clinic locations Maintains standardized workflows, training materials, and operational consistency throughout the organization Collaborates with physicians, Clinical Excellence, RCM, Patient Access, and Operations leadership regarding workflow optimization and compliance initiatives Assists in developing and maintaining Valeda SOPs, educational materials, quick-reference guides, and workflow documentation Supports onboarding and competency training for all staff involved in Valeda workflows Acts as the primary escalation point for operational questions related to Valeda scheduling, workflow, reimbursement, and patient coordination Reimbursement & Reporting Oversight Monitors reimbursement trends and payer behavior related to CPT 0936T and associated billing workflows Runs operational and reimbursement reports to identify early payer trends, denials, payment inconsistencies, and authorization patterns Collaborates with RCM and leadership teams to identify opportunities for workflow improvement and reimbursement optimization Tracks payer-specific reimbursement outcomes and assists in developing internal guidance regarding payer trends and collection workflows Assists with identifying operational risks, denial trends, modifier concerns, and reimbursement variability Maintains awareness of evolving Medicare, commercial payer, and Category III code guidance related to PBM therapy Assists in creating internal reporting tools and dashboards to monitor Valeda utilization, reimbursementoutcomes, and operational performance Helps identify trends in patient collections, insurance adjudication, and reimbursement turnaround times Training & Education Assists in practice-wide education initiatives regarding Valeda workflows, treatment protocols, and patient experience standards Educates technicians, scribes, front office teams, schedulers, and financial counselors on Valeda processes and operational expectations Conducts workflow training related to patient eligibility, scheduling cadence, treatment documentation, and treatment coordination Reinforces proper financial counseling workflows including ABNs, insurance considerations, deposits, and patient communication Supports rollout of new training initiatives, workflow updates, and operational changes related to the Valeda service line Assists leadership with identifying workflow gaps and opportunities for staff development Provides ongoing support and education to newly onboarded Valeda Coordinators and clinic teams Helps ensure consistency in patient messaging and workflow execution across all regions Patient Coordination & Treatment Oversight Serves as the primary coordinator for all Valeda patients from consultation through completion of treatment Educates patients on treatment expectations, cadence, scheduling, and overall plan of care Ensures adherence to treatment cadence and completion of all scheduled sessions Coordinates all treatment scheduling and follow-up appointments with physicians Reviews treatment costs, deposits, insurance considerations, and financial obligations with patients Obtains required financial waivers including ABNs or equivalent documentation when applicable Coordinates with RCM regarding authorizations, denials, reimbursement follow-up, and patient financial concerns Communicates with providers, technicians, pre-authorization teams, and front office staff to ensure continuity of care Reinforces patient education regarding treatment expectations and follow-up requirements Assists in maintaining efficient clinic flow and patient throughput for Valeda treatment schedules Clinical / Ophthalmic Technician Responsibilities Performs comprehensive ophthalmic workups including visual acuity, medical history, and diagnostic testing as delegated by physician Performs Valeda light therapy treatments under physician direction and in accordance with established protocols Ensures proper patient positioning, safety, and operation of Valeda equipment Accurately documents treatment sessions and patient interactions within the EMR Monitors for changes in patient condition and escalates concerns appropriately Assists physicians in clinic to support efficient patient flow and high-quality patient care Maintains exam rooms, treatment rooms, equipment, and supplies in a clean and organized manner Maintains compliance with HIPAA, OSHA, Medicare, and organizational policies Performs additional duties as assigned Additional Expectations Travel between clinic locations may be required depending on operational needs and service line expansion This is a salaried leadership-support role requiring flexibility based on clinic and operational demands This role is expected to serve as a key operational partner in the continued expansion and optimization of the Valeda service line across California Retina Consultants Must maintain professionalism, adaptability, and strong communication while supporting multiple regions and interdisciplinary teams Expected to assist in driving operational consistency and accountability across all Valeda locations