Medical Order Tracking Coordinator

About Ultimate Care

Ultimate Care, supported by YELM US Associates, provides licensed home care services dedicated to restoring client dignity and independence through tailored care plans aimed at reducing caregiver stress and avoiding institutional care. Our team in South Brooklyn contributes behind the scenes to ensure exceptional patient care and support for field staff, fostering a mission-led, compassionate environment.

Role Overview

The Medical Order Tracking Coordinator plays a crucial role in managing physician orders and clinical documentation vital to home care services. This position involves collaborating with healthcare providers, nursing staff, and internal personnel to ensure compliance with relevant regulations and facilitate uninterrupted patient care within a Licensed Home Care Services Agency.

Key Responsibilities

• Monitor and track physician orders from initiation through their completion stages.
• Secure signed physician orders within required timelines.
• Maintain accurate records and tracking systems for pending orders and related documents.
• Follow up consistently with physician offices, clinics, and other providers regarding outstanding orders.
• Review documentation for completeness, accuracy, and appropriate signatures prior to filing.
• Upload and manage orders and clinical records in the agency's Electronic Medical Record (EMR) system.
• Coordinate with administrative staff concerning missing, expired, or incomplete orders.
• Ensure compliance with NYSDOH, Medicare, Medicaid, and agency regulatory requirements.
• Generate reports on the status of orders for management review.
• Assist during audits, surveys, and quality assurance efforts.
• Maintain strict confidentiality of patient information in line with HIPAA standards.
• Support care coordination by facilitating timely and accurate exchange of clinical documents.

Required Qualifications and Experience

• At least one to two years of experience in home care, healthcare administration, medical records management, or physician order processing is preferred.
• Familiarity with HHAeXchange and healthcare documentation systems is an advantage.

Essential Skills

• Excellent organizational and time management capabilities.
• Strong verbal and written communication skills.
• Ability to handle multiple priorities efficiently under deadlines.
• Meticulous attention to documentation accuracy and detail.
• Proficiency with Microsoft Office applications including Excel, Outlook, and Word.
• Understanding of HIPAA regulations and healthcare compliance.
• Capability to work both independently and collaboratively in a dynamic healthcare setting.

Compensation and Benefits

• Hourly pay between $24 and $26.
• Comprehensive health, vision, and dental insurance coverage.
• 401(k) plan with employer match.
• Voluntary insurance options including life, critical illness, hospital indemnity, and accident coverage.
• Generous paid leave including vacation and sick days.

Work Schedule and Location

This role is full-time temporary employment based onsite at 1000 Gates Avenue, 4th Floor, Brooklyn, NY 11221. The working hours are Monday through Friday, from 9:00 AM to 5:00 PM.

Additional Information

Ultimate Care fosters an inclusive and supportive culture focused on empowering employees to reach their full potential through continuous learning and development opportunities. The company is an Equal Opportunity Employer and encourages diverse applicants, including those who may not meet every stated qualification. Resumes from recruiting agencies are not accepted.