Executive Clinical Assistant

Location: Remote
Travel: Approximately 10%
Position Type: Full-time
Supervisory Responsibilities: None

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.

• 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 time frames.

• 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.

• 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• Identify missing, incomplete, inconsistent, or outdated documentation.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.

• 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.

• 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 elevate 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…