Remote Healthcare Care Coordinator (Overnight)

About Lifespan Therapy

Lifespan Therapy provides therapy staffing services to home health agencies throughout California. We work behind the scenes to help agencies maintain reliable PT, OT, and ST coverage while supporting the operational and administrative work that keeps patient care moving.

Our teams manage a wide range of responsibilities, including quality assurance, scheduling, patient and agency intake, communication, reporting, marketing, and administrative coordination.

We're looking for someone who can learn quickly, think critically, communicate confidently, and take ownership of problems rather than simply completing a checklist.

Because our operations are highly interconnected, we're looking for a versatile team member who can contribute across different areas of the business. Your specific responsibilities may focus on QA, Scheduling, Intake, Marketing, or another operational area depending on your experience, strengths, and the needs of the team.

About the Role

As a Healthcare Care Coordinator , you will support the day-to-day operations of Lifespan Therapy and help ensure that work moves efficiently between our clinicians, home health agency partners, patients, and internal teams.

This is not a role where every situation will have an obvious answer or a step-by-step procedure.

You may need to review documentation and determine whether something needs correction, communicate with a therapist about an issue, find coverage for a difficult case, investigate why information is missing, respond to an agency's question, prepare a report, identify a process problem, or coordinate several moving pieces at once.

The specific work will vary depending on where you are placed within the organization, but the underlying skills are the same:

Pay attention. Ask good questions. Figure out what is actually happening. Make a reasonable decision. Follow through.

We value people who are resourceful, perceptive, organized, and comfortable learning new systems and processes.

Operations & Coordination

Manage a variety of administrative and operational tasks that support our therapy staffing services.

Coordinate information between clinicians, home health agencies, patients, and internal departments.

Monitor work queues, messages, requests, and deadlines to ensure tasks are completed.

Follow up on outstanding issues rather than allowing them to fall through the cracks.

Research questions and determine the appropriate next step.

Identify problems that require escalation and bring them to the appropriate supervisor or department.

Maintain accurate documentation and records throughout the process.

Learn and work within multiple software systems and internal processes.

Quality Assurance & Documentation

Depending on assignment, responsibilities may include:

Review therapy documentation for completeness, accuracy, and compliance with established requirements.

Identify documentation issues and communicate with clinicians regarding corrections or clarification.

Review missed visits, orders, reassessments, and other clinical documentation according to established workflows.

Recognize when a situation requires additional investigation rather than simply applying a rule.

Track recurring issues and help identify opportunities to improve processes.

Communicate professionally with clinicians when addressing documentation or process concerns.

Scheduling & Staffing

Depending on assignment, responsibilities may include:

Coordinate therapist coverage for home health patients.

Review staffing requests and identify appropriate clinicians based on location, discipline, availability, and other case requirements.

Communicate with clinicians regarding case availability and scheduling.

Monitor staffing issues and identify gaps that require additional outreach or escalation.

Communicate with patients and agencies when scheduling changes occur.

Balance competing priorities while keeping cases moving forward.

Intake & Agency Support

Depending on assignment, responsibilities may include:

Process new therapy requests and ensure necessary information is received.

Review referrals for missing or inconsistent information.

Communicate with home health agencies to clarify patient, authorization, scheduling, or service information.

Coordinate information between agencies and internal teams.

Monitor requests through completion and follow up on outstanding information.

Build professional working relationships with agency contacts.

Reporting, Marketing & Administrative Projects

Depending on assignment, responsibilities may include:

Prepare reports, spreadsheets, summaries, and other operational materials.

Research information and organize it into a clear and useful format.

Assist with marketing, job postings, website content, agency communications, or other business development projects.

Identify opportunities to improve internal workflows.

Assist with special projects and process improvement initiatives.

Use technology and automation tools to make repetitive processes more efficient

Problem Solving & Account Ownership

Regardless of department, we expect team members to take ownership of their work.

You should be comfortable encountering a situation where the answer isn't immediately obvious and thinking through:

What do I know? What am I missing? Who do I need to contact? What needs to happen next?

You will be expected to:

Investigate problems rather than immediately passing them to someone else.

Ask thoughtful follow-up questions when information is incomplete or unclear.

Recognize inconsistencies and determine when something needs further investigation.

Make reasonable decisions within established guidelines.

Know when a situation should be escalated.

Keep track of open issues and follow through until they are resolved.

Look for patterns and identify opportunities to improve how we work.

This is an overnight position (hours 8 AM - 5 PM PST).

This is not a mobile-ready position (A single work location with dual screen monitors and stable internet will be required. We can provide a second monitor as needed). 

Required:

Strong verbal and written communication skills.

Excellent organization and attention to detail.

Ability to manage multiple tasks and priorities simultaneously.

Strong critical-thinking and problem-solving skills.

Ability to learn new software, systems, and processes quickly.

Comfortable working independently and making decisions within established guidelines.

Strong follow-through and accountability.

Ability to communicate professionally with clinicians, patients, agency representatives, and coworkers.

Comfortable working in a fast-paced environment where priorities can change throughout the day.

Ability to recognize when information is incomplete, inconsistent, or requires additional investigation.

Especially valuable:

Experience in healthcare, home health, staffing, medical administration, or another service-based industry.

Experience in quality assurance, scheduling, intake, customer service, account management, or operations.

Experience working with clinicians, healthcare providers, patients, or business clients.

Experience working with electronic medical records or other healthcare software.

Experience with Google Workspace, Excel/Google Sheets, or similar productivity tools.

Experience creating reports, analyzing information, or improving processes.

Experience with marketing, content creation, website administration, or business development.

Experience using AI or automation tools to improve efficiency.

Experience working in a remote environment.

The Person We're Looking For

This position is a good fit for someone who is curious, resourceful, and difficult to derail when something unexpected happens.

You don't necessarily need to know healthcare operations already. What matters more is how you approach problems.

If someone tells you, “That's just how we've always done it,” your instinct might be to ask, “Okay, but why? Is there a reason we have to do it that way?”

If you're given incomplete information, you don't immediately stop—you figure out what information is missing and where to find it.

If you make a mistake, you want to understand why it happened and how to prevent it from happening again , rather than simply fixing the individual mistake.

We value people who are:

Resourceful — you look for answers before waiting for someone else to provide them.

Perceptive — you notice details and recognize when something doesn't make sense.

Organized — you can keep track of multiple moving pieces without losing follow-through.

Adaptable — you can learn a new process or take on a different type of work when needed.

Communicative — you can be friendly and collaborative while still being direct and professional.

Analytical — you can look at a situation, separate the important information from the noise, and determine what needs to happen next.

Accountable — when you take ownership of something, you make sure it gets finished.

You may ultimately spend most of your time in QA, Scheduling, Intake, Marketing, or another area of operations , but we're looking for the same fundamental quality in every department:

Someone who sees a problem and thinks, “Okay. Let's figure this out.”

Completion of a skills test before or after the interview. https://script.google.com/macros/s/AKfycbxwFFdd9wejVZpLOEWzkFa5gNuHSRsvjT7IbujL98U7wKIlbE8D1mQzbgl7xxl6Ct8K-A/exec