Operations Licensing, Registration, And Certification Coordinator

Position Summary

The Operations Licensing, Registration, and Certification Coordinator proactively supports coordination and maintenance to comply with timely enrollments and renewal processes for all governmental payor programs and regulatory agencies for clinic operations from federal, state, county, and local licenses, certifications, registrations, permits, and programs to ensure uninterrupted business operations and support the continued delivery of services.

Schedule

• Onsite presence- Monday through Friday 8:00 a.m.- 5:00 p.m.
• Flexible, including evenings and weekends based on operational needs.

Duties and Responsibilities

• Ensure all current licenses, certification, and program registrations always remain active through proactive management, earliest registration, as well as immediately notifying supervisors and contacting agencies and programs when issues arise through diligent, consistent follow up through resolution.
• Ensure earliest licensing certifications, program registration for new locations, services, programs, relocations, and organizational changes.
• Keep supervisors current on the statuses of all licenses, certification, permits, and program registrations, as well as any issues that arise.
• Ensure weekly meeting with supervisors are consistently held.
• Ensure reports are presented on the status of all licenses, certifications, and program registrations and upcoming renewals, as well as interventions and recommendations for site processing during departmental meetings
• Maintain a comprehensive inventory all organizational licenses, certifications, registrations, permits, and program requirements.
• Proactively monitor renewal deadlines and initiate processes well in advance of expiration to prevent lapses or disruptions in services.
• Track application and renewal progress, outstanding documentation, agency communications, fees, inspections, corrective actions, and approvals.
• Coordinate with inter-departments to obtain required documentation and complete regulatory requirements.
• Monitor regulatory and program communications for changes that may impact organizational requirements and communicate updates to appropriate stakeholders.
• Prepare periodic status reports for leadership identifying upcoming expirations, pending renewals, outstanding requirements, and potential compliance risks.
• Develop and maintain standardized trackers, checklists, workflows, and reminder systems to improve regulatory compliance and prevent missed deadlines.
• Maintain organized, current, and audit-ready records of licenses, certifications, applications, correspondence, approvals, and renewals.
• Support regulatory surveys, inspections, audits, and program reviews by ensuring required documentation is current and readily accessible.
• Perform other duties as assigned by the Operations Director.

Payor Programs & Regulatory Agencies

• Federal: Medicare, CLIA, NPPES NPI Registry, Federal Processing Registry (SAM)
• State: Medicaid/Medi-Cal, CDPH (Facility, CLIA, Medical Waste Management), Board of Pharmacy
• Local: Business Tax License, DBA/Fictitious Business Name, Other applicable local requirements
• Programs & Services: CPSP, FamPACT, VFC/VFA