Community Care Coordinator

Primary Care Solutions•Decatur, TX

4d•Onsite

About The Position

The Community Care Coordinator plays a crucial role in managing and facilitating healthcare services for Veterans through the VA Community Care Network. This position involves extensive coordination with Veterans, Community Care providers, and VA departments to ensure timely and accurate delivery of care. Key responsibilities include tracking consults, managing documentation, supporting Veterans, educating providers, and ensuring compliance with all relevant regulations and policies.

Requirements

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.

Nice To Haves

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.

Responsibilities

Monitor and manage all assigned Community Care consults from initiation through resolution and closure.
Maintain accurate, up-to-date records of consult status, activity, and outstanding requirements.
Review consults for completeness and accuracy, identifying missing information or follow-up needs.
Manage follow-up on pending, cancelled, delayed, and active consults.
Utilize the designated consult tracking system and act on consults for the assigned CBOC.
Attend clinic huddles and report on consult status.
Generate routine reports for leadership and the care team.
Escalate issues that risk consult completion, timeliness, or compliance.
Contact Veterans to confirm appointment status, resolve delays, and support timely completion of services.
Document all Veteran communications accurately and professionally.
Collect required documentation from Community Care providers, including consult notes, reports, and follow-up plans.
Collect, prepare, and send imaging/X-ray discs and related documentation to the VA.
Track and confirm timely upload of discs into the Veteran’s medical record.
Inform ordering providers once imaging discs and documentation have been uploaded and follow-up consults are needed.
Serve as the primary point of contact for Community Care providers regarding VA points of contact, medications, orders, and renewals.
Coordinate with VA departments and internal clinic staff to ensure timely responses to provider inquiries.
Develop and maintain strong working relationships with local Community Care providers.
Educate providers on CBOC responsibilities, provider responsibilities, and follow-up care.
Support improved provider compliance and turnaround times.
Establish and maintain a streamlined process for notifying clinic providers of required follow-up actions.
Ensure providers receive timely, actionable information to place additional consults or orders.
Ensure all activities comply with HIPAA, VA Community Care requirements, and contractor policies.
Maintain documentation and tracking records for audits, compliance reviews, and quality improvement initiatives.
Contribute to process refinement to reduce consult delays and improve Veteran care experience.