Therapy Coordinator

Overview
Steadfast Rehabilitation Services is looking for a highly organized and customer-focused Therapy Coordinator to support our Home Health Agency partners. As the main point of contact between agencies and therapists, you will coordinate patient referrals, assign therapists, track documentation, solve day-to-day issues, and help ensure patients receive therapy services on time. This role is perfect for someone who enjoys helping others, building strong relationships, staying organized, and keeping daily operations running smoothly.

Qualifications

Required

- At least 2 years of experience in healthcare coordination, customer service, administrative support, staffing, sales, or a related field.
- Excellent verbal and written English communication skills.
- Strong organizational, time management, and multitasking skills.
- Detail-oriented with good problem-solving abilities.
- Able to work independently in a fast-paced environment.
- Proficient in Microsoft Office and Google Workspace.
- Experience in Home Health or healthcare staffing is preferred.
- Familiarity with Medicare Home Health processes is preferred.
- Knowledge of HIPAA regulations and patient confidentiality.
- Experience using TherapyBOSS (preferred but not required).
- Experience using OpenPhone (preferred but not required).

Responsibilities

- Serve as the primary point of contact for assigned Home Health Agency partners.
- Coordinate patient referrals from intake through therapist assignment and scheduling.
- Match therapists based on discipline, location, availability, and patient needs.
- Maintain clear communication between agencies, therapists, and internal teams.
- Upload and manage patient referrals and records in TherapyBOSS.
- Monitor patient visit schedules, visit frequency, referral status, and documentation timelines.
- Follow up with therapists to ensure documentation, recertifications, and required paperwork are completed on time.
- Ensure documentation and operational processes comply with company policies, HIPAA, and applicable state and federal regulations.
- Track therapist licenses and certifications and notify management of upcoming expirations.
- Prepare weekly audit reports, operational trackers, and other reports as requested.
- Monitor therapist caseloads, productivity, and staffing needs, and coordinate coverage when necessary.
- Assist with onboarding new therapists by providing operational orientation and company workflow guidance.
- Collect agency feedback, monitor service quality, and identify opportunities for improvement.
- Investigate, document, and help resolve operational issues and escalations, coordinating with the appropriate departments when needed.
- Build and maintain strong relationships with agency partners while supporting client retention and business growth.
- Maintain professionalism, confidentiality, and excellent customer service in all interactions.
- Follow company policies, workplace standards, and safety procedures.
- Perform other duties assigned by management.

Skills

The ideal candidate should have:
- Excellent communication and people skills.
- A strong commitment to providing great customer service.
- Strong organization and attention to detail.
- Good problem-solving skills.
- The ability to manage multiple tasks and meet deadlines.
- Professional phone and email communication.
- A positive attitude and takes initiative.
- A willingness to learn, grow, and accept feedback.
- Dependable, responsible, and accountable for their work.
- Honesty, integrity, and professionalism.
- Works well with others and values teamwork.
- Energetic, enthusiastic, and contributes to a positive work environment.
- Humble, respectful, and open to learning from others.
- Able to adapt, take action, and get things done even in challenging situations.
- Able to build and maintain strong relationships with agencies, therapists, and coworkers.

Expectations

As a Therapy Coordinator, you are expected to:
- Manage your assigned Home Health Agencies professionally and responsibly.
- Process referrals, documentation, and communications accurately and on time.
- Respond quickly to agencies, therapists, and internal tea ---------- mbers.
- Keep patient records and operational trackers accurate and up to date.
- Protect patient information by following HIPAA and company policies.
- Build strong relationships by providing excellent customer service.
- Look for ways to improve processes and support the team's success.