Leave of Absence Coordinator

At Precise Behavioral Health, our mission is to revolutionize behavioral health care by combining cutting-edge digital technology with compassionate human care, ensuring that everyone has access to high-quality, empathetic mental health and treatment.

Precise Behavioral (Precise) was established to revolutionize the behavioral healthcare ecosystem for patients and providers. Precise is a physician-owned and led organization that enables a mix of digital, telehealth, in-person, and community resources for improved patient outcomes.

Precise Behavioral, is hiring!

We are seeking a detail-oriented Leave of Absence (LOA) Coordinator to serve as the primary administrative point of contact for patients requesting disability leave, FMLA, workplace accommodations, return-to-work clearances, and related

documentation. This individual partners closely with psychiatric providers, clinical leadership, referral sources, and patients to coordinate leave-related evaluations and documentation while ensuring compliance with organizational policies and timelines.

The LOA Coordinator is responsible for managing the administrative aspects of the leave process, including intake, tracking, documentation management, form preparation, California EDD processing support, employer communication, appointment coordination, and patient follow-up. This role is critical to reducing provider administrative burden, improving turnaround times, maintaining compliance, and enhancing the patient experience throughout the leave process.

Essential Duties and Responsibilities LOA Intake and Case Management

• Serve as the primary contact for all incoming LOA, disability, FMLA, CFRA, accommodation, and return-to-work requests.
• Conduct initial intake and gather required information from patients, employers, and referring organizations.
• Review requests for completeness and identify missing information prior to provider review.
• Create and maintain active LOA case files and tracking systems.
• Monitor deadlines, certification due dates, extension requests, and return-to-work dates.
• Maintain daily communication with patients regarding documentation requirements and next steps.

Documentation and Paperwork Management

• Prepare leave packets and standard forms for provider review and signature.
• Review submitted paperwork to ensure all sections have been completed appropriately before routing to clinicians.
• Assist patients in obtaining required supporting documentation.
• Draft standard LOA letters, return-to-work letters, extension requests, and accommodation templates utilizing approved organizational language.
• Maintain a library of approved forms, templates, workflows, and reference materials.
• Ensure all documentation is uploaded, tracked, and maintained within organizational systems.

California EDD & Disability Support

• Expertise in California State Disability Insurance (SDI) and EDD processes.
• Assist patients with EDD claim navigation and account setup.
• Coordinate provider completion of EDD medical certifications.
• Track EDD submission deadlines and certification requirements.
• Educate patients on required EDD documentation and follow-up steps.
• Serve as an internal resource regarding disability-related administrative processes.

Provider and Clinical Support

• Prepare provider packets with completed forms, supporting documents, and timelines prior to clinical review.
• Track outstanding provider signatures and required documentation.
• Coordinate scheduling of LOA evaluations, follow-up visits, and extension appointments.
• Ensure providers have information necessary to make informed clinical determinations.
• Minimize administrative workload for psychiatric providers by managing non-clinical aspects of the leave process.

Compliance and Quality Assurance

• Maintain adherence to organizational LOA policies and procedures.
• Monitor cases to ensure timely documentation completion.
• Maintain confidentiality and HIPAA compliance at all times.
• Ensure accurate recordkeeping and audit-ready documentation.
• Track key operational metrics including:
• • Number of active LOA cases
  • Documentation turnaround times
  • EDD completion rates
  • Extension requests
  • Return-to-work outcomes
  • Patient satisfaction measures

Process Improvement

• Develop and maintain standard operating procedures for LOA workflows.
• Identify opportunities to automate and streamline administrative processes.
• Create standardized documentation templates and best practices.
• Support implementation of workflow improvements that improve efficiency and provider productivity.
• Participate in quality improvement initiatives related to disability and leave services.

Preferred Qualifications Education

• Associate's Degree preferred.
• Bachelor's Degree in Healthcare Administration, Business Administration, Human Resources, Psychology, or a related field preferred.

Experience

• 3-5 years of healthcare administration, medical office, disability management, case management, workers' compensation, behavioral health operations, or leave administration experience.
• Experience coordinating disability, FMLA, or accommodation processes required
• Experience supporting physicians, nurse practitioners, or behavioral health providers highly preferred.

Knowledge

• Familiarity with:
• • FMLA
  • CFRA
  • ADA
  • California State Disability Insurance (SDI)
  • EDD processes
  • Return-to-work programs
  • Workplace accommodation documentation
  • HIPAA requirements
  • Understanding of behavioral health terminology and mental health treatment workflows preferred.

Skills

• Exceptional attention to detail.
• Strong document management and organizational skills.
• Ability to navigate government and employer disability portals.
• Excellent written and verbal communication.
• Ability to manage multiple active cases and deadlines simultaneously.
• Strong customer service and patient relationship skills.
• Proficiency with Microsoft Office, Adobe PDF tools, EHRs, and online disability portals.