Executive Clinical Assistant
Executive Clinical Assistant
Location: Remote
Travel: Approximately 10%
Position Type: Full-time
Supervisory Responsibilities: None
Position Summary
We are seeking a highly motivated, personable, and technology-savvy nurse to serve as an Executive Clinical Assistant specializing in clinical operations. This position will provide direct support to clinical leadership while coordinating essential authorization, recertification, utilization, admission, and documentation processes.
The ideal candidate has experience working with Department of Labor programs, including DEEOIC requirements and authorization processes. This individual must be highly organized, comfortable managing multiple deadlines, and able to communicate effectively with patients, case managers, providers, office staff, and outside organizations.
This role will initially focus on clinical operations. The selected candidate will also be cross-trained in training, education, and compliance functions to provide operational flexibility and continuity across the organization.
Primary Responsibilities
Authorizations and Recertifications
Maintain a comprehensive authorization and recertification tracking system.
Submit authorization requests and supporting clinical documentation to Acentra.
Track pending submissions, approvals, denials, expiration dates, response deadlines, and required follow-up.
Draft routine initial and recertification letters of medical necessity using approved templates.
Prepare standard responses to requests for additional information from Acentra or DEEOIC.
Escalate delayed, incomplete, or complex authorization matters to the appropriate clinical leader.
Help ensure that authorization and recertification activities are completed accurately and within required timeframes.
Patient Utilization
Monitor patient utilization against currently approved service hours.
Identify unserved approved hours, utilization gaps, and trends requiring follow-up.
Prepare weekly utilization reports organized by patient, office, and case manager.
Communicate utilization concerns to case managers, office teams, and clinical leadership.
Track identified issues through resolution and document actions taken.
Clinical Documentation and Medical Records
Request, collect, organize, and review medical records for completeness.
Confirm that authorization requests and supporting documentation align with each patient’s accepted DEEOIC conditions.
Identify missing, incomplete, inconsistent, or outdated documentation.
Coordinate document follow-up with case managers, providers, Intake, and office staff.
Maintain organized and accurate documentation in applicable clinical and operational systems.
Protect confidential patient information and follow all applicable privacy and security requirements.
Intake and Admissions
Track the intake and admission process from initial referral through start of care.
Monitor outstanding requirements and identify barriers that may delay admission.
Coordinate with Intake, case managers, providers, and office staff to obtain missing information.
Escalate unresolved admission barriers and delays to clinical leadership.
Assist new offices with admission packets, required forms, systems, and clinical workflows.
Case Conferences and Operational Reporting
Prepare case-conference agendas, patient lists, utilization data, and supporting reports.
Document decisions, assignments, and follow-up items resulting from case conferences.
Track action items through completion and escalate overdue items when appropriate.
Maintain clinical operations dashboards and recurring reports.
Analyze operational information to identify trends, workflow gaps, and opportunities for improvement.
Provide timely updates to clinical leadership regarding deadlines, risks, and unresolved issues.
Executive and Cross-Functional Support
Serve as an administrative and clinical follow-up resource for clinical leadership.
Help organize priorities, track delegated assignments, and ensure timely follow-through.
Communicate professionally with internal teams, patients, providers, and external partners.
Collaborate closely with the training, education, and compliance function.
Participate in cross-training related to clinical education, employee training, documentation standards, and compliance processes.
Provide coverage for cross-trained responsibilities when operationally necessary.
Support special projects and other clinical initiatives as assigned.
Required Qualifications
Current nursing license in good standing.
Experience working with Department of Labor programs, preferably including DEEOIC cases.
Working knowledge of authorization, recertification, utilization, and clinical documentation processes.
Strong technology skills and the ability to quickly learn new systems.
Proficiency with Microsoft Office applications, including Excel, Outlook, Word, and Teams.
Strong organizational skills and exceptional attention to detail.
Ability to manage multiple priorities, deadlines, and follow-up activities independently.
Excellent written, verbal, and interpersonal communication skills.
Professional, approachable, and highly personable demeanor.
Ability to work effectively with clinical and nonclinical team members across multiple locations.
Ability and willingness to travel approximately 10%.
Preferred Qualifications
Registered Nurse credential.
Home health, case management, occupational health, or complex care experience.
Direct experience with Acentra submissions or DEEOIC authorization processes.
Experience preparing letters of medical necessity or responding to requests for additional information.
Experience developing or maintaining dashboards, trackers, and recurring operational reports.
Familiarity with electronic medical records and document-management platforms.
Key Competencies
Highly motivated and proactive
Technologically confident and adaptable
Organized and deadline-driven
Accurate and detail-oriented
Personable and collaborative
Discreet with confidential information
Strong clinical judgment
Clear and professional communicator
Resourceful problem-solver
Dependable follow-through
Role Expectations
This is a hands-on support and coordination position and does not require previous leadership or supervisory experience. Success in this role will be measured by timely authorization and recertification activity, accurate clinical documentation, improved utilization visibility, reduced admission delays, effective follow-up, and dependable support of clinical leadership.
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