Rehab Clinical Coordinator

WVU Medicine

8d•Onsite

About The Position

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. The Coordinator applies licensure-based judgment to review patient charts, determine appropriate level of care, and optimize therapist schedules to ensure safe, efficient, and patient-centered service delivery. In addition to supporting pre-admission screening and real-time functional outcome data capture, the role acts as a key resource for staff, patients, and families, while driving improvements in authorization accuracy, denial prevention, and overall operational performance through data analysis and cross-functional collaboration.

Requirements

Current licensure as a Physical Therapy Assistant through West Virginia Board of Physical Therapists OR Physical Therapy Assistant Compact License
Current licensure as a 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.
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)
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.

Responsibilities

Coordinates and 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.
Partners with leadership to improve access, reduce scheduling bottlenecks, and ensure appropriate utilization of clinical resources.
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.
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.
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.
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.
Assists 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.
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.
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.
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.
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.