Pediatric Therapy Coordinator

We are seeking a Therapy Coordinator to support the day-to-day operations of our pediatric therapy department. This full-time role coordinates therapy documentation, authorizations, referrals, caseload and staffing needs, operational reporting, and communication with therapists, patients/families, and internal departments.

The Therapy Coordinator works closely with the Therapy Director to help ensure therapy services and administrative processes are completed accurately, timely, and in accordance with agency requirements.

Full-Time | Monday–Friday | 8:00am - 5:00pm

Occasional extended hours and participation in agency events outside normal business hours may be required based on operational needs.

Major Responsibilities

• Monitor therapy caseloads, referrals, staffing needs, waitlists, admissions, non-admits, holds, hospitalizations, and discharges
• Communicate staffing and service needs to Therapy leadership and appropriate departments
• Assist the Intake team with therapy referrals and follow-up needed to support admissions and staffing
• Coordinate therapy documentation workflows, including evaluations, re-evaluations, plans of care, progress notes, physician orders, visits, and discharge documentation
• Monitor therapy authorizations, eligibility, payer changes, and prior authorization requirements to help prevent interruptions in services
• Coordinate with the Therapy Director, Authorizations team, and Billing department to resolve authorization or service-related issues
• Review and audit admissions paperwork for accuracy and ensure required documents are entered into patient records
• Assist with reviewing, editing, and entering Electronic Visit Verification (EVV) visits as required
• Schedule and track therapy re-evaluations and other recurring service requirements
• Review HR renewable reports and assist therapy staff with obtaining and submitting required documentation
• Run and review recurring operational reports related to productivity, missed visits, documentation, pending orders, authorizations, caseload activity, payer mix, and other performance indicators
• Perform routine schedule, documentation, and plan-of-care frequency audits and follow up on identified issues
• Assist with medical records requests and monitoring therapy testing equipment, protocols, supplies, and department resources
• Provide support to therapists using KanTime EMR and other documentation management tools
• Coordinate non-clinical technical issues with IT and Therapy leadership
• Serve as an operational resource for therapists, patients/families, and internal departments
• Assist with therapy staff education, re-education communications, training materials, and department in-services
• Assist with investigating patient/family or employee concerns and escalate issues appropriately
• Maintain confidentiality of patient and employee information in accordance with HIPAA and agency policies
• Participate in recruiting, marketing, networking, and community events to support the Therapy program
• Assist the Therapy Director with department initiatives, special projects, and other duties as assigned

Qualifications

• Healthcare coordination, therapy operations, or administrative experience preferred
• Pediatric home health experience preferred
• Strong analytical and problem-solving skills with the ability to identify trends and operational gaps
• Excellent organizational skills and ability to manage multiple priorities, deadlines, and recurring workflows
• Strong communication and interpersonal skills
• Ability to build professional relationships with therapists, patients/families, staff, and leadership
• Ability to work independently and follow through on assignments
• Adaptable and comfortable working in a fast-paced healthcare environment
• Ability to handle protected health information and personnel information with a high level of confidentiality
• Proficient in Microsoft Office
• Experience with healthcare scheduling systems and EMR software preferred

Benefits

• Paid Time Off
• Healthcare Benefits (Medical, Dental, and Vision)
• Employee Assistance Program
• Life Insurance
• Disability Insurance
• 401(k)
• Voluntary Accident & Critical Illness Insurance

About Us

VIVA Pediatrics is a nurse-owned and operated provider of pediatric home health and medical day care services, committed to delivering high-quality care to children and their families. We put our HEART (Honest, Excellence, Adaptable, Relationships, and Teamwork) in everything we do.

Join VIVA Pediatrics and become part of a team dedicated to supporting exceptional therapy services and helping children and families thrive.