Community Care Coordinator

Essential Duties And Responsibilities

• Consult Tracking & Lifecycle Management: Efficiently monitor and manage all assigned Community Care consults, ensuring accurate tracking from initiation through resolution and closure.
• Maintain Records: Daily, up-to-date, accurate records of consult status, activity, and outstanding requirements using approved tracking tools.
• Review & Identify Issues: Review consults for completeness and accuracy, identifying missing orders, authorizations, documentation, or follow-up needs.
• Manage Follow-Up: Manage follow-up on pending, cancelled, delayed, and active consults to prevent missed care or expired authorizations.
• Reporting, Huddles & Communication: Attend daily or regularly scheduled clinic huddles, report on pending, cancelled, and active consults, generate routine reports, and escalate issues.
• Veteran Outreach & Support: Contact Veterans as needed to confirm appointment status, resolve delays or missing information, and support timely completion of Community Care services.
• Documentation Collection & Imaging Disc Management: Proactively chase and collect required documentation, collect, prepare, and send imaging/X-ray discs, track uploads, and inform providers of successful uploads.
• Provider & VA Coordination: Serve as the primary point of contact for Community Care providers regarding VA points of contact, medications, orders, renewals or extensions, and coordinate with VA departments and internal clinic staff.
• Community Care Provider Relationship Management & Education: Develop and maintain strong working relationships with providers, office managers, and referral coordinators, and educate providers on their responsibilities and improve compliance.
• Follow-Up Workflow Development & Clinical Coordination: Establish and maintain a streamlined process to notify providers of follow-up actions, and ensure providers receive timely information.
• Compliance & Quality Support: Ensure all activities comply with HIPAA, VA Community Care requirements, and contractor policies, maintain documentation, and contribute to process refinement.

Required Qualifications

• High school diploma or equivalent required
• Minimum 2 years of experience in healthcare coordination, consult management, referrals, medical records, or patient access
• Demonstrated ability to manage high volumes of consults and conduct persistent follow-up
• Strong organizational skills with excellent attention to detail
• Proficient with electronic tracking systems, spreadsheets, and documentation workflows
• Strong verbal and written communication skills

Preferred Qualifications

• Experience with VA Community Care, VA consult workflows, or contractor-supported CBOCs
• Familiarity with imaging, specialty care referrals, and documentation standards
• Experience serving as a liaison between multiple healthcare entities