Clinical Compliance & Documentation Coordinator (Hha)

The Clinical Compliance & Documentation Coordinator plays a vital role in ensuring the accuracy, completeness, and regulatory compliance of timesheets and clinical documentation. This role provides essential support for payroll processing, ensuring timely and accurate compensation for staff. The Clinical Compliance & Documentation Coordinator also supports compliance with healthcare regulations, maintains confidentiality, and facilitates effective communication between clinical staff and management.

Essential Duties and Responsibilities:

The statements below are intended to describe the general nature and scope of work being performed in this position. This is not a complete listing of all responsibilities, duties, and/or skills required. Other duties may be assigned.

• Provide comprehensive support in reviewing documentation submitted by field staff to ensure accuracy, completeness, proper signatures, and compliance with schedules.
• Conduct daily verification of all timesheets submitted by field employees, ensuring meticulous review for accuracy.
• Cross-reference timesheets with scheduled services to confirm hours worked align with documented activities.
• Develop familiarity with client and staff charts to efficiently locate documentation upon request and ensure timely delivery when needed.
• Ensure that all timesheets are properly signed by both the field staff and the patients, adhering to regulatory standards.
• Validate that services documented correspond accurately with employee time records and clinical notes, ensuring consistency and compliance.
• Identify and reject timesheets that lack necessary information or do not meet documentation standards, initiating corrections as needed.
• Promptly request field staff to revise or resubmit incomplete or inaccurate timesheets; escalate suspected fraud cases to the appropriate authorities for investigation and action.
• Prepare, review, and submit all payroll-related reports and other designated documentation to management in a timely and accurate manner, supporting smooth payroll processing.
• Assist in processing record requests from regulatory agencies, ensuring all information is provided accurately and within required timeframes to support compliance.
• Uphold the highest standards of confidentiality for all client and employee information, strictly adhering to HIPAA and agency privacy policies.
• Perform all job functions in strict accordance with agency policies, community standards, and applicable legal and regulatory requirements, and maintain integrity and professionalism at all times.
• Support the bi-weekly payroll process by verifying hours worked and ensuring each field employee receives the appropriate compensation promptly and accurately, thereby promoting staff satisfaction and compliance.