Operations Licensing, Registration, and Certification Coordinator

Position Summary

The Operations Licensing, Registration, and Certification Coordinator proactively supports coordination and maintenance to comply with timely enrollments and renewal processes for all governmental payor programs and regulatory agencies for clinic operations from federal, state, county, and local licenses, certifications, registrations, permits, and programs to ensure uninterrupted business operations and support the continued delivery of services.

Schedule

• Onsite presence - Monday through Friday 8:00 a.m. - 5:00 p.m.
• Flexible, including evenings and weekends based on operational needs.

Duties and Responsibilities

• Ensure all current licenses, certification, and program registrations always remain active through proactive management, earliest registration, as well as immediately notifying supervisors and contacting agencies and programs when issues arise through diligent, consistent follow up through resolution.
• Ensure earliest licensing certifications, program registration for new locations, services, programs, relocations, and organizational changes.
• Keep supervisors current on the statuses of all licenses, certification, permits, and program registrations, as well as any issues that arise.
• Ensure weekly meeting with supervisors are consistently held.
• Ensure reports are presented on the status of all licenses, certifications, and program registrations and upcoming renewals, as well as interventions and recommendations for site processing during departmental meetings
• Maintain a comprehensive inventory all organizational licenses, certifications, registrations, permits, and program requirements.
• Proactively monitor renewal deadlines and initiate processes well in advance of expiration to prevent lapses or disruptions in services.
• Track application and renewal progress, outstanding documentation, agency communications, fees, inspections, corrective actions, and approvals.
• Coordinate with inter-departments to obtain required documentation and complete regulatory requirements.
• Monitor regulatory and program communications for changes that may impact organizational requirements and communicate updates to appropriate stakeholders.
• Prepare periodic status reports for leadership identifying upcoming expirations, pending renewals, outstanding requirements, and potential compliance risks.
• Develop and maintain standardized trackers, checklists, workflows, and reminder systems to improve regulatory compliance and prevent missed deadlines.
• Maintain organized, current, and audit-ready records of licenses, certifications, applications, correspondence, approvals, and renewals.
• Support regulatory surveys, inspections, audits, and program reviews by ensuring required documentation is current and readily accessible.
• Perform other duties as assigned by the Operations Director.

Payor Programs & Regulatory Agencies

• Federal: Medicare, CLIA, NPPES NPI Registry, Federal Processing Registry (SAM)
• State: Medicaid/Medi-Cal, CDPH (Facility, CLIA, Medical Waste Management), Board of Pharmacy
• Local: Business Tax License, DBA/Fictitious Business Name, Other applicable local requirements
• Programs & Services: CPSP, FamPACT, VFC/VFA

Minimum Requirements

• Microsoft Office/Word/Excel/Outlook/PowerPoint
• Excellent Communication Skills
• Excellent Customer Service Skills
• Ability to work as a team player and work independently
• Reliable transportation
• This position requires 10% travel outside the local area.

Required Education/Experience and/or Licensure/Certification

• Bachelor's degree in healthcare administration, business administration, public health, compliance, or related field.
• Experience in healthcare licensing, regulatory compliance, credentialing, program coordination, or healthcare administration preferred.
• Experience with an FQHC, community health center, medical group, or similarly regulated healthcare organization preferred.
• Commitment to goals and philosophy of Northeast Community Clinic
• Valid State Identification

Physical Requirements and Working Conditions

• OSHA Category 3 - Involves no regular exposure to blood, body fluids, or tissues, and tasks that involve exposure to blood, body fluids, or tissues are not a condition of employment.
• The work is majority of the time sedentary in nature.
• The employee is regularly required to communicate, frequently required to use repetitive motions, move, remain stationary, regularly push, pull and lift up to 20 pounds and occasionally push, pull and lift up to 40 pounds.
• Must possess mobility to work in a standard office/clinic setting (in some cases both settings) and to use standard office/clinic equipment, including a computer, stamina to maintain attention to detail despite interruptions, read printed materials and use a computer, and communicate in person and over the telephone.