Care Coordinator Supervisor - Valeda

Care Coordinator Supervisor - Valeda Job Summary TheCare 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 / Responsibilities Valeda Program Leadership Serves as the operational lead for the Valeda / PBM service line across the practiceAssists with implementation and expansion of Valeda programs across multiple regions and clinic locationsMaintains standardized workflows, training materials, and operational consistency throughout the organizationCollaborates with physicians, Clinical Excellence, RCM, Patient Access, and Operations leadership regarding workflow optimization and compliance initiativesAssists in developing and maintaining Valeda SOPs, educational materials, quick-reference guides, and workflow documentationSupports onboarding and competency training for all staff involved in Valeda workflowsActs 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 workflowsRuns operational and reimbursement reports to identify early payer trends, denials, payment inconsistencies, and authorization patternsCollaborates with RCM and leadership teams to identify opportunities for workflow improvement and reimbursement optimizationTracks payer-specific reimbursement outcomes and assists in developing internal guidance regarding payer trends and collection workflowsAssists with identifying operational risks, denial trends, modifier concerns, and reimbursement variabilityMaintains awareness of evolving Medicare, commercial payer, and Category III code guidance related to PBM therapyAssists in creating internal reporting tools and dashboards to monitor Valeda utilization, reimbursementoutcomes, and operational performanceHelps 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 standardsEducates technicians, scribes, front office teams, schedulers, and financial counselors on Valeda processes and operational expectationsConducts workflow training related to patient eligibility, scheduling cadence, treatment documentation, and treatment coordinationReinforces proper financial counseling workflows including ABNs, insurance considerations, deposits, and patient communicationSupports rollout of new training initiatives, workflow updates, and operational changes related to the Valeda service lineAssists leadership with identifying workflow gaps and opportunities for staff developmentProvides ongoing support and education to newly onboarded Valeda Coordinators and clinic teamsHelps 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 treatmentEducates patients on treatment expectations, cadence, scheduling, and overall plan of careEnsures adherence to treatment cadence and completion of all scheduled sessionsCoordinates all treatment scheduling and follow-up appointments with physiciansReviews treatment costs, deposits, insurance considerations, and financial obligations with patientsObtains required financial waivers including ABNs or equivalent documentation when applicableCoordinates with RCM regarding authorizations, denials, reimbursement follow-up, and patient financial concernsCommunicates with providers, technicians, pre-authorization teams, and front office staff to ensure continuity of careReinforces patient education regarding treatment expectations and follow-up requirementsAssists 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 physicianPerforms Valeda light therapy treatments under physician direction and in accordance with established protocolsEnsures proper patient positioning, safety, and operation of Valeda equipmentAccurately documents treatment sessions and patient interactions within the EMRMonitors for changes in patient condition and escalates concerns appropriatelyAssists physicians in clinic to support efficient patient flow and high-quality patient careMaintains exam rooms, treatment rooms, equipment, and supplies in a clean and organized mannerMaintains compliance with HIPAA, OSHA, Medicare, and organizational policiesPerforms additional duties as assigned Additional Expectations Travel between clinic locations may be required depending on operational needs and service line expansionThis is a salaried leadership-support role requiring flexibility based on clinic and operational demandsThis role is expected to serve as a key operational partner in the continued expansion and optimization of the Valeda service line across California Retina ConsultantsMust maintain professionalism, adaptability, and strong communication while supporting multiple regions and interdisciplinary teamsExpected to assist in driving operational consistency and accountability across all Valeda locations