Clinical Team Coordinator

Position Summary

The Clinical Team Coordinator supports daily clinical operations, staff coordination, and workflow management to ensure the delivery of high‑quality hospice care for patients and families. This role reinforces regulatory compliance, strengthens interdisciplinary collaboration, and promotes a culture of professionalism, accountability, and continuous improvement. Working closely with the Team Leaders, the Coordinator provides operational oversight, assists with staff development, and ensures timely follow‑through on clinical and administrative tasks. The position serves as a reliable point of support for field staff, facilitates communication across departments, and helps maintain smooth, consistent functioning of the clinical team.

Key Skills and Qualities

• Communication & Collaboration: Open, respectful, and proactive communication across all departments.
• Accountability & Organization: Ownership of clinical team outcomes, timely follow‑up, and accurate documentation.
• Professionalism: Steady, supportive leadership in high‑stress environments.
• Proficiency & Mentorship: Clinical expertise, resourcefulness, and commitment to staff development.

Reporting Structure

Reports to: Director of Clinical Services

Supervises: None

Interpersonal Relationships

All comments, actions and behaviors have a direct effect on the public’s perception of Hospice Austin. Interactions with patients, family members, physicians, referral sources, visitors, co‑workers, etc. must be courteous, respectful, cooperative and professional, promoting an atmosphere of teamwork and positive relations.

Clinical Oversight & Patient Care

• Complete morning reporting, assist with census review, staffing coverage checks, safety concerns, and overnight updates; lead morning meeting when the Team Lead is unavailable.
• Manage uncovered visits, collaborate with Team Leads and field staff to ensure timely assignment and follow‑through; email and update task lists throughout the day.
• Support biweekly Interdisciplinary Group (IDG) meetings: prepare materials, track POC updates, SMART goals, and eligibility items; step in to lead when needed.
• Assist with arranging transfers to HACH/respite, ensuring orders, communication, and transport steps are completed.
• Track level‑of‑care indicators (hospital LOC, continuous care documentation, PAD status, SIA compliance) and escalate concerns as necessary.

Compliance, Quality, & Risk Management

• Conduct documentation audits reviewing timeliness/accuracy of assessments, POCs, HOPE time points, supervisory visits, and terminal status evaluations.
• Lock and approve EMR timesheets; work with field staff to correct discrepancies.
• Track outside appointment requests and ensure complete documentation in EMR and via the TAP form process.
• Ensure proper execution and charting of OOH‑DNR forms and other critical paperwork.
• Maintain emergency preparedness awareness and reporting expectations.

HR, Payroll & Staff Support

• Participate in hiring activities: interviews, onboarding tasks, orientation scheduling, and follow‑up.
• Monitor education and compliance: track Relias completion, support staff education, and coordinate team‑building activities.
• Review and approve Paycom timecards, expenses, punch changes, and PTO in a timely manner.
• Assist Team Leads with documentation auditing and incident investigations for EthicsPoint Opportunities for Improvement and Medication Variances.
• Coordinate with DME vendor on issues, lost equipment, and escalations.

Leadership Presence & Professional Standards

• Model calm, proactive communication and reinforce professionalism across the team.
• Maintain presence in facilities, assist with relationship‑building, and support Team Lead during facility visits.
• Reinforce safety practices, accountability, and continuous improvement initiatives.
• Maintain consistent presence at the Spicewood office when not in the field or facilities.
• Perform other duties as delegated by the Team Lead or Director of Clinical Services.