LVN Medical Records & Pre-Bill Coordinator

About Acacia: We are an organization that believes in a patient-first approach. You must be compassionate, caring, and have the Acacia heart to work for this team. We treat each other as family and are looking for someone who values that culture.

About the role

Manage the end-to-end process for Face-to-Face (F2F) encounters, including tracking, physician outreach, and review of documentation to ensure compliance with Medicare requirements for home health eligibility.

• Maintain accurate and complete clinical documentation by coordinating medical records, managing document workflows (scanning, filing, faxing), and ensuring all records meet regulatory and organizational standards, including HIPAA requirements.
• Track and manage patient consents, signatures, and required forms to ensure completeness and compliance prior to billing.
• Conduct pre-bill chart audits to ensure all required documentation is present, accurate, and compliant; proactively resolve deficiencies such as unsigned orders, missing visits, incomplete OASIS, and F2F gaps to prevent billing holds and delays.
• Maintain and monitor documentation workflows within HCHB, ensuring timely updates, clearing queues, and escalating exceptions to support compliance and timely claims submission.
• Coordinate the timely exchange of documentation with physicians, patients, facilities, and payers to support clinical, compliance, and billing requirements.
• Identify recurring documentation and workflow deficiencies, report trends to leadership, and support process improvements to reduce errors and enhance compliance and billing efficiency.
• Assist with answering and routing inbound calls, ensuring timely, professional communication and appropriate triage to internal teams.
• Perform intake and triage for Home Health and Hospice benefits.

Requirements

• Current California LVN License
• 1 year of medical records experience (preferred)

Benefits

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Paid time off – 3 weeks
• Retirement plan
• Vision insurance

Pay

$73,000 per year

Schedule

5 days per week (must work Saturday and Sunday)

Location: Irvine, CA (in-person/office role)