Interdisciplinary Team Coordinator

The Interdisciplinary Team (IDT) Coordinator supports the effective, timely, and compliant operation of interdisciplinary care processes. The position coordinates IDT activities, documentation, scheduling, service determination requests (SDRs), care plan reviews, written notifications, and appeals in accordance with Centers for Medicare & Medicaid Services (CMS) requirements, organizational policies, and established timelines. This role does not directly supervise clinical staff or make clinical decisions; it provides process direction, identifies compliance needs, and facilitates completion of required work by the responsible disciplines.

This is a full-time position located in Oklahoma, supporting Valir PACE Oklahoma City and Valir PACE Shawnee.

Duties/Responsibilities:

The duties below describe the primary functions of the position. This job description is not intended to be an exhaustive list; responsibilities may change based on operational needs, regulatory requirements, and organizational priorities.

- IDT meeting coordination and documentation: Serve as the scribe during IDT meetings; document discussions, decisions, and required follow-up accurately and completely; assign and route follow-up tasks based on team decisions; and maintain clear accountability for completion by the assigned team members and disciplines.

- Care plan review scheduling: Schedule Care Plan Reviews in accordance with regulatory requirements; coordinate the IDT calendar; align reviews with assessment completion, primary care provider availability, and other scheduling considerations whenever possible; and notify participants and, when applicable, their medical durable power of attorney (MDPOA) of the opportunity to attend, as required.

- Documentation auditing: Audit SDR and Care Plan documentation to verify completion of required elements, appropriate linkage of documentation, adherence to regulatory deadlines, and support for compliance within the record.

- Corrective follow-up: Identify documentation deficiencies, notify the appropriate team members, explain required corrections, and monitor completion within applicable timeframes. Clinical documentation remains the responsibility of the assigned discipline unless a task is specifically assigned to the IDT Coordinator.

- Written notifications: Prepare and send required written SDR denial notices that accurately reflect the IDT decision and use clear, plain language consistent with the information communicated verbally to the participant.

- Appeals management: Coordinate automatic and participant-requested appeals; obtain required documentation; complete timely submissions; monitor deadlines; send required notifications; and track each appeal through final resolution.

- Regulatory monitoring: Monitor applicable deadlines and compliance requirements; communicate expectations to the IDT; identify when action is required; and provide timely reminders to responsible team members.

- Process support: Respond to questions, provide process guidance, maintain organized records, and support continuous improvement of IDT workflows.

- Other duties as assigned.

Qualifications

Required Skills/Abilities:

- Strong organization, prioritization, and deadline-management skills.

- Clear written and verbal communication, including the ability to translate technical requirements into understandable instructions.

- High attention to detail and accuracy in documentation and record review.

- Ability to coordinate multiple workflows, follow issues through resolution, and maintain confidentiality.

- Professional judgment, diplomacy, and confidence when addressing deficiencies or escalating concerns.

- Ability to collaborate effectively without direct supervisory authority.

- Commitment to participant-centered service, regulatory compliance, and continuous improvement.

Education, Licenses, Certifications and Experience:

- Licensure/Certification: None required.

- Technology: Proficiency with electronic documentation systems, email, calendaring, word processing, and spreadsheet applications.

- Preferred: Experience supporting interdisciplinary healthcare teams or regulated care-delivery programs.

- Preferred: Knowledge of CMS requirements, care planning, service determination processes, and appeals.

- Preferred: Experience auditing documentation and tracking time-sensitive regulatory work.

Performance Expectations:

- Required meetings, reviews, notices, submissions, and appeals are coordinated within established timeframes.

- Documentation is accurate, complete, appropriately linked, and consistent with regulatory and organizational requirements.

- Deficiencies and risks are communicated promptly to responsible parties and escalated when necessary.

- Participants, representatives, and team members receive clear, professional, and timely communication.

- Tracking systems and records remain current and support follow-through to resolution.