Leave of Absence Coordinator

Precise Behavioral•Remote (Remote, CA, US), CA

About The Position

Precise Behavioral is seeking a detail-oriented Leave of Absence (LOA) Coordinator to serve as the primary administrative point of contact for patients requesting disability leave, FMLA, workplace accommodations, return-to-work clearances, and related documentation. The coordinator partners with psychiatric providers, clinical leadership, referral sources, and patients to arrange leave-related evaluations and documentation while following organizational policies and timelines. The role manages administrative aspects of the leave process, including intake, case tracking, documentation management, form preparation, California EDD processing support, employer communication, appointment coordination, and patient follow-up. It is intended to reduce provider administrative burden, improve turnaround times, maintain compliance, and support the patient experience. The coordinator also supports quality assurance, operational metrics, and process improvement for leave workflows. The posting lists an associate’s degree and a bachelor’s degree in relevant fields as preferred, and describes 3–5 years of relevant experience, including required experience coordinating disability, FMLA, or accommodation processes.

Requirements

3–5 years of experience in healthcare administration, a medical office, disability management, case management, workers’ compensation, behavioral health operations, or leave administration.
Experience coordinating disability, FMLA, or accommodation processes.
Exceptional attention to detail.
Strong document management and organizational skills.
Ability to navigate government and employer disability portals.
Excellent written and verbal communication skills.
Ability to manage multiple active cases and deadlines simultaneously.
Strong customer service and patient relationship skills.
Proficiency with Microsoft Office, Adobe PDF tools, EHRs, and online disability portals.

Nice To Haves

Associate’s degree preferred.
Bachelor’s degree in Healthcare Administration, Business Administration, Human Resources, Psychology, or a related field preferred.
Experience supporting physicians, nurse practitioners, or behavioral health providers highly preferred.
Familiarity with FMLA, CFRA, ADA, California State Disability Insurance (SDI), EDD processes, return-to-work programs, workplace accommodation documentation, and HIPAA requirements.
Understanding of behavioral health terminology and mental health treatment workflows preferred.

Responsibilities

Serve as the primary contact for incoming LOA, disability, FMLA, CFRA, accommodation, and return-to-work requests.
Conduct initial intake and gather required information from patients, employers, and referring organizations.
Review requests for completeness and identify missing information before provider review.
Create and maintain active LOA case files and tracking systems.
Monitor deadlines, certification due dates, extension requests, and return-to-work dates.
Communicate with patients about documentation requirements and next steps.
Prepare leave packets and standard forms for provider review and signature.
Review submitted paperwork for completion before routing it to clinicians.
Assist patients in obtaining required supporting documentation.
Draft standard LOA letters, return-to-work letters, extension requests, and accommodation templates using approved organizational language.
Maintain approved forms, templates, workflows, and reference materials.
Upload, track, and maintain documentation in organizational systems.
Assist patients with EDD claim navigation and account setup.
Coordinate provider completion of EDD medical certifications and track submission deadlines and certification requirements.
Educate patients on required EDD documentation and follow-up steps.
Serve as an internal resource for disability-related administrative processes.
Prepare provider packets with completed forms, supporting documents, and timelines before clinical review.
Track outstanding provider signatures and required documentation.
Coordinate scheduling of LOA evaluations, follow-up visits, and extension appointments.
Ensure providers have information necessary to make informed clinical determinations.
Manage non-clinical aspects of the leave process to reduce administrative workload for psychiatric providers.
Maintain adherence to organizational LOA policies and procedures and monitor timely documentation completion.
Maintain confidentiality and HIPAA compliance, accurate recordkeeping, and audit-ready documentation.
Track operational metrics including active LOA cases, documentation turnaround times, EDD completion rates, extension requests, return-to-work outcomes, and patient satisfaction measures.
Develop and maintain standard operating procedures for LOA workflows.
Identify opportunities to automate and streamline administrative processes.
Create standardized documentation templates and best practices.
Support workflow improvements that increase efficiency and provider productivity.
Participate in quality improvement initiatives related to disability and leave services.