Clinical Compliance Coordinator

The successful candidate will be responsible for monitoring outstanding clinical documentation, following up with therapists and clinical staff, and ensuring that required session notes, records, and administrative tasks are completed accurately and on time.

This role requires someone who is comfortable following up consistently with staff, managing outstanding tasks, and maintaining accountability while communicating professionally and respectfully.

This is not a traditional clinical or compliance officer position. It is a hands-on coordination role that supports clinical operations by keeping documentation up to date, resolving outstanding items, and ensuring that important follow-ups do not fall through the cracks.

Previous experience in healthcare administration, clinical operations, quality assurance, scheduling, staff coordination, or a similar environment would be highly beneficial.

Requirements

Key Responsibilities

Clinical Documentation & Compliance Follow-Up

• Monitor outstanding clinical documentation, including session notes and other required records.
• Follow up with therapists and clinical staff regarding incomplete, overdue, or missing documentation.
• Track outstanding tasks and ensure they are completed within the required timeframes.
• Identify recurring documentation issues and escalate concerns when necessary.
• Ensure clinical records and administrative information are maintained accurately and consistently.
• Support adherence to internal processes, documentation requirements, and operational deadlines.

Staff Communication & Accountability

• Communicate regularly with Registered Behavior Technicians (RBTs), Behavior Technicians (BTs), Board Certified Behavior Analysts (BCBAs), and other relevant team members.
• Follow up on outstanding tasks through appropriate communication channels, including email, messaging platforms, and telephone calls.
• Maintain a professional, respectful, and supportive communication style, even when repeated follow-ups are required.
• Build positive working relationships while ensuring staff remain accountable for completing required tasks.
• Respond to queries, clarify outstanding requirements, and help staff understand what needs to be completed.
• Escalate persistent non-compliance or unresolved issues to the relevant team lead or manager.

Session Tracking & Operational Support

• Monitor session documentation and session conversion to identify outstanding or incomplete items.
• Track missing notes, incomplete records, and other operational requirements.
• Follow up with relevant staff to resolve discrepancies and outstanding items.
• Maintain accurate trackers, reports, and system records to monitor progress.
• Work closely with clinical, scheduling, and operations teams to resolve bottlenecks.
• Identify patterns in recurring delays and recommend practical improvements to follow-up processes.

Reporting & Performance Monitoring

• Maintain clear records of outstanding tasks, follow-ups, completion rates, and unresolved issues.
• Provide regular updates on documentation completion and outstanding compliance-related requirements.
• Monitor deadlines and ensure overdue items receive appropriate attention.
• Highlight recurring issues, workflow challenges, and areas requiring additional support.
• Help maintain an organised, accountable, and efficient clinical operations environment.

Requirements

• Previous experience in healthcare administration, clinical operations, medical administration, quality assurance, scheduling, staff coordination, or a similar role.
• Experience following up with employees, healthcare professionals, or operational teams on outstanding tasks.
• Strong organisational skills and excellent attention to detail.
• Excellent verbal and written communication skills.
• Confidence in making follow-up calls and sending reminders when tasks remain incomplete.
• Ability to maintain accountability without being confrontational or making colleagues feel undermined.
• Strong problem-solving skills and the ability to identify and resolve outstanding issues.
• Ability to manage multiple follow-ups, deadlines, and priorities simultaneously.
• Comfortable working with spreadsheets, trackers, documentation systems, and reporting tools.
• Proficiency in Microsoft Office and/or Google Workspace.
• Ability to work independently in a remote environment.
• Reliable internet connection and a suitable home-office setup.
• Willingness to work hours aligned with US business operations.

Highly Advantageous

• Previous experience in ABA, behavioural health, therapy services, or a healthcare environment.
• Familiarity with RBTs, BTs, BCBAs, or other clinical professionals.
• Experience with clinical session notes, treatment documentation, or healthcare records.
• Experience monitoring documentation completion, compliance requirements, or quality standards.
• Experience using electronic health records (EHRs), clinical management platforms, CRMs, or similar systems.
• Previous experience in a team lead, senior administrator, quality assurance, or clinical coordination role.

What We're Looking For

We are looking for someone who is proactive, dependable, and comfortable taking ownership of outstanding tasks. The ideal candidate understands that effective follow-up requires consistency, professionalism, and good relationship management.

You should be able to remind people of their responsibilities, manage recurring follow-ups, and escalate unresolved issues appropriately without creating unnecessary frustration or conflict.

If you are highly organised, detail-oriented, and enjoy helping teams stay on track, we would love to hear from you.