Rehab Clinical Coordinator

About the role

The Rehab Clinical Coordinator serves as a critical clinical–operational liaison within outpatient rehabilitation services, integrating clinical knowledge into scheduling, access, and care coordination processes.

Responsibilities

• Clinically-informed Scheduling & Access Management
• Schedules outpatient rehabilitation visits using clinical judgment and knowledge of diagnoses, precautions, therapy intensity, and plan-of-care requirements.
• Reviews patient charts, orders, and referral information to determine appropriate visit type, visit length, discipline, and therapist assignment.
• Identifies opportunities for double-booking, prioritization, and schedule optimization based on patient acuity and therapist scope, ensuring safe and effective care delivery.
• Pairs with leadership to improve access, reduce scheduling bottlenecks, and ensure appropriate utilization of clinical resources.
• Pre-Admission Screening and Clinical Intake
• Performs clinical pre-admission screening for rehab services within scope of licensure, ensuring patients meet appropriate level-of-care criteria.
• Collects, validates, and documents key clinical data required for scheduling, authorization, and care planning (e.g., diagnosis, functional status, precautions, prior level of function).
• Supports implementation and completion of functional outcome measurement tools at point of care, ensuring clinically accurate data capture at time of visit.
• Clinical Resource and Operational Support
• Serves as a subject matter resource to front office staff and clinicians on complex scheduling scenarios, payer requirements, authorization workflows, and patient flow challenges.
• Provides real-time problem solving for schedule conflicts, authorization delays, and patient access barriers using clinical and operational knowledge.
• Communicates with patients and families to explain care plans, scheduling decisions, and insurance considerations, offering reassurance and guidance grounded in clinical understanding.
• Bridges communication between providers, front desk staff, and leadership to ensure alignment between clinical needs and operational workflows.
• Authorization, Billing, and Revenue Cycle Coordination
• Facilitates accurate and timely authorization processes by ensuring alignment between clinical documentation, payer requirements, and scheduled services.
• Applies knowledge of CPT, ICD-10, and rehab billing practices to support appropriate service selection and prevent downstream denials.
• Collaborates with clinical, coding, and billing teams to resolve discrepancies, missing documentation, and authorization gaps.
• Denial Management & Root Cause Analysis
• Reviews denial, exception, and variance reports related to rehab services to identify trends and systemic issues.
• Conducts root cause analysis with consideration of clinical documentation, scheduling practices, and payer rules.
• PARTNERS WITH INTERDISCIPLINARY TEAMS TO IMPLEMENT CORRECTIVE ACTIONS AND REDUCE FUTURE DENIALS.
• Clinical Support During Patient Care
• Affords assistance to therapists during patient sessions within scope of licensure and organizational policy, including safe patient handling, mobility support, and equipment setup.
• Reinforces therapist-directed education for patients and families to support adherence and safety.
• Clinical Data, Outcomes, and Performance Monitoring
• Reviews and interprets data from functional outcome tools, rehab registries, productivity metrics, and scheduling trends.
• Identifies opportunities to improve clinical outcomes, patient experience, and operational efficiency based on data insights.
• SUPPORTS LEADERSHIP WITH DATA-DRIVEN RECOMMENDATIONS RELATED TO SCHEDULING PRACTICES AND RESOURCE UTILIZATION.
• Compliance and Quality Oversight
• MONITORS ADHERENCE TO REGULATORY, PAYER, AND DOCUMENTATION REQUIREMENTS FOR REHAB SERVICES.
• Participates in audits, quality initiatives, and corrective action plans to ensure compliance and continuous improvement.
• Training and Workflow Standardization
• PROVIDES TRAINING AND ONGOING EDUCATION TO FRONT OFFICE AND SUPPORT STAFF ON CLINICALLY INFORMED SCHEDULING PRACTICES, WORKFLOWS, AND SYSTEMS.
• DEVELOPS AND STANDARDIZES PROCESSES TO INTEGRATE CLINICAL DECISION-MAKING INTO SCHEDULING AND INTAKE FUNCTIONS.
• Administrative and Operational Coordination
• COORDINATES MEETINGS AND SUPPORTS DEPARTMENTAL COMMUNICATION AS NEEDED.
• OVERSEES SUPPLY ORDERING AND INVENTORY TRACKING TO ENSURE AVAILABILITY OF CLINICAL AND OPERATIONAL RESOURCES.
• REPORTS AND COORDINATES RESOLUTION OF EQUIPMENT ISSUES TO MINIMIZE DISRUPTION TO PATIENT CARE.

Requirements

• Current licensure in one of the following: Physical Therapy Assistant through West Virginia Board of Physical Therapists OR Physical Therapy Assistant Compact License
• Certified Occupational Therapy Assistant through West Virginia Board of Occupational Therapy OR Occupational Therapy Assistant Compact License
• Obtain certification in Basic Life Support within 30 days of hire date.
• Experience: Two (2) years clinical experience in a rehabilitation setting OR Two (2) years experience in scheduling, registration, or business office functions in a physician/medical office or rehabilitation setting (may run concurrently with clinical experience)

Qualifications

• Education: Bachelor's degree in a healthcare-related field preferred
• Other Licensures/Certifications: None specified

Skills and Abilities

• Proficiency with computers and electronic medical records.
• Strong communication and interdisciplinary collaboration skills.
• Ability to obtain other licensure or credentials as needed for outreach or multi-state practice in assigned region.
• Ability to utilize rehab and patient care equipment in a safe manner.
• Ability to update own knowledge base throughout the year, including changes in rehab standards, regulatory requirements, and best practices.
• Ability to organize and prioritize time and tasks to achieve a well-coordinated work effort and to effectively meet work schedules including an ability to integrate multiple factors which may have an impact on patient care.