Compliance Coordinator

Location: Remote – South Africa
Working Hours: US business hours
4pm -12am & 3pm -11am

Role Overview

We are looking for an exceptionally organised, detail-oriented, and proactive Compliance Coordinator to oversee clinical documentation, monitor compliance deadlines, and ensure that clinicians follow established procedures.

This person will review daily clinical session notes, identify and follow up on mistakes, monitor BCBA supervision requirements, and track insurance authorization expirations to ensure that treatment plans are completed in advance.

They must be confident and comfortable communicating directly with clinicians and BCBAs, addressing recurring mistakes, and ensuring that deadlines are met.

Full training will be provided on the company's specific systems, processes, and clinical requirements.

Key Responsibilities

1. Clinical Documentation

• Review daily clinical session notes for errors, inconsistencies, missing information, and incomplete documentation.
• Identify mistakes and learn how to recognise and address common documentation issues.
• Communicate with clinicians to request corrections and ensure notes are amended appropriately.
• Track outstanding notes and ensure all documentation is completed by the end of each business day.
• Follow up with clinicians who submit incomplete documentation or miss deadlines.
• Identify recurring errors and escalate ongoing issues when necessary.

2. BCBA Supervision Monitoring

• Monitor BCBA supervision requirements to ensure supervision is taking place at the appropriate frequency and duration.
• Track completed and outstanding supervision activities.
• Follow up with BCBAs when supervision requirements or documentation are outstanding.
• Flag potential compliance issues and escalate concerns when necessary.

3. Insurance Authorization Tracking

• Monitor insurance authorization expiration dates.
• Maintain an accurate tracking system for upcoming renewals.
• Notify BCBAs in advance when treatment plans need to be completed for authorization renewals.
• Follow up on outstanding treatment plans and ensure deadlines are met.
• Flag potential delays or issues before authorizations expire.

4. Communication and Accountability

• Communicate professionally with clinicians and BCBAs regarding errors, outstanding documentation, and missed deadlines.
• Provide clear feedback and follow up until issues are resolved.
• Address recurring mistakes and delays respectfully but firmly.
• Maintain accurate records of outstanding tasks and follow-ups.
• Escalate persistent issues to management when necessary.

5. Administration and Reporting

• Maintain accurate trackers and records of documentation, supervision requirements, and authorization deadlines.
• Monitor outstanding tasks and ensure timely completion.
• Identify recurring problems and help improve internal processes.
• Handle confidential clinical information responsibly.

Requirements

• Exceptional attention to detail.
• Highly organised, structured, and methodical approach to work.
• Excellent written and verbal English communication skills.
• Strong administrative and time-management skills.
• Confident communicating with professionals and following up on outstanding tasks.
• Ability to identify errors and inconsistencies in written documentation.
• Proactive, persistent, and comfortable holding people accountable.
• Strong computer literacy and proficiency in spreadsheets.
• Ability to manage multiple deadlines and competing priorities.
• Professional, reliable, and able to work independently.

The Ideal Candidate

We are looking for someone who is naturally meticulous, highly organised, and takes pride in getting things right.

They should have a strong eye for detail, enjoy identifying and correcting errors, and be comfortable managing detailed processes and deadlines.

They must be proactive and persistent, ensuring that outstanding tasks are followed through to completion rather than assuming someone else will take responsibility.

Equally important, they must be confident enough to address mistakes and missed deadlines directly with clinicians while remaining respectful and professional.

We need someone who takes ownership, maintains high standards, and ensures that nothing slips through the cracks.