Therapeutic Operations Coordinator at ST MARYS HOME – Norfolk, Virginia

Position Summary:

The Therapeutic Operations Coordinator plays a central role in supporting the operations of all therapeutic departments, including Physical Therapy, Occupational Therapy, Speech Therapy, dietary services, and the Physical Medicine & Rehabilitation (PM&R), and Orthopedic Clinics. Working within an Intermediate Care Facility (ICF) that serves children and young adults with developmental and physical disabilities, this role requires strong attention to detail, excellent organizational and communication skills, and the ability to handle sensitive health information responsibly.

This position ensures the smooth execution of administrative tasks that support quality resident care and regulatory compliance. The successful candidate will collaborate closely with interdisciplinary teams, therapists, medical providers, and external vendors to ensure that clinical and operational workflows are streamlined and effective.

Key Responsibilities:

Clinic Coordination (Orthopedics & PM&R) About 20 hours per week

• Coordinate the logistics for on-site orthopedic and PM&R clinics, including scheduling residents, confirming appointments, organizing clinic space, preparing charts, and arranging follow-ups. Call families/guardians to inform of upcoming clinic visits and follow up if needed. Call guardian for verbal consents (Botox, meds, etc.).
• Communicate with physicians and therapy staff to ensure that clinical recommendations are tracked and implemented.
• Maintain documentation of clinic activity, provider reports, and outcome tracking for internal reporting and compliance purposes.
• Follow and update clinic guidelines, review clinic issues with supervisor on regular basis.
• Train PT staff in clinic duties to maintain readiness to run clinic.

Inventory & Supply Management

• Monitor current inventory levels of therapy supplies and equipment; proactively identify supply needs based on caseload and upcoming clinical events.
• Prepare and submit supply and equipment orders, ensuring proper coding and coordination with purchasing departments.
• Track incoming supplies and maintain records for expiration dates, maintenance schedules, and replacement planning.
• Manage the lifecycle of durable medical equipment (DME), including wheelchair tracking, repairs, and replacements.

Scheduling: Wheelchair Cleaning & Equipment Maintenance

• Develop and maintain a schedule for regular wheelchair cleanings in collaboration with OT and residential services.
• Track and document completion of cleanings for regulatory compliance and infection control protocols.
• Coordinate necessary repairs or evaluations of assistive devices with OT, vendors, and therapy staff.

Support with Vendor, Insurance & Regulatory Documentation

• Work closely with department leads and submit required paperwork for therapy equipment and services to insurance companies and vendors, including prior authorizations, justification letters, and vendor contracts.
• Track documentation status and follow up on pending approvals, denials, or deliveries.
• Support to ensure compliance with federal and state regulations, including documentation standards for the USDA (nutrition and meal service oversight) program.

Scheduling & Training

• Schedule internal staff training sessions for therapy departments on all residential units.
• Send invitations, prepare materials, and document attendance/completion.
• Maintain department calendars, shared resource availability, and therapy coverage schedules.

Organizational & Environmental Support

• Maintain cleanliness and organization of therapy areas, including storage rooms, treatment spaces, and documentation stations.
• Set up and break down rooms for meetings, clinics, or trainings as needed.
• Implement systems for organizing resident therapy materials, communication binders, and interdepartmental notices.

Required:

• High school diploma or equivalent; Associate's degree or higher in healthcare administration, business, or related field strongly preferred.
• Minimum 2 years of administrative experience in a healthcare, rehabilitation, or long-term care setting.
• Strong computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook, Teams), electronic health records (EHR), and scheduling systems.
• Excellent written and verbal communication skills, with ability to write professional meeting minutes and communicate with clinical and non-clinical staff.
• Strong time management skills and the ability to balance multiple priorities.
• Ability to handle confidential information in accordance with HIPAA and facility policies.

Preferred:

• Prior experience in an Intermediate Care Facility (ICF) or with pediatric populations requiring long-term support and services in residential settings.
• Familiarity with therapy disciplines (PT, OT, SLP) and durable medical equipment (DME) processes.
• Experience with vendor communication, insurance authorizations, and Medicaid billing procedures.
• Working knowledge of USDA documentation requirements, especially related to therapeutic feeding or specialized diets.

Work Environment:

• Based in an ICF facility that provides comprehensive, person-centered care to individuals with disabilities.
• Primarily office-based with frequent interactions in therapy rooms, clinical offices, and resident living areas.
• May involve occasional lifting of supplies or equipment (under 35 lbs). May be required to help lifting residents during clinics.
• Requires regular collaboration with therapists, nurses, medical providers, support staff, and external vendors.