Botox Office Coordinator

SUMMARY:

The Botox Office Coordinator serves as the primary operational and administrative contact for a high-volume Neurology practice providing Botox treatments, EEG, EMG, infusion, and general clinic services across multiple ambulatory sites. This role is responsible for coordinating all aspects of the Botox program, including prior authorizations, medication procurement, specialty pharmacy coordination, buy-and-bill management, patient scheduling, and insurance verification, and acts as the central point of contact for providers, clinical staff, patients, vendors, specialty pharmacies, and insurance carriers.

PRINCIPAL DUTIES AND RESPONSIBILITIES:

Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect, and Excellence as these guide our everyday actions with patients, customers and one another.

• Coordinate daily administrative and operational aspects of the Botox treatment program across multiple ambulatory sites.
• Serve as the primary point of contact for providers and staff across multiple practice locations, and serve as a point of escalation for staff
• Facilitates daily workflow, including assigning work and creating staffing schedules
• Schedule Botox medication procurement, ensuring adequate stock levels for scheduled procedures.
• Identify medication sourcing requirements, including Specialty Pharmacy versus Buy-and-Bill procurement pathways.
• Monitor authorization expiration dates and treatment schedules to ensure Botox administration occurs within payer-required timeframes, including the standard treatment interval of three months and one day.
• Obtain, track, and maintain prior authorizations (PAs) for Botox and other specialty medications.
• Coordinate specialty medication ordering, delivery, inventory monitoring, and storage requirements.

• Act as liaison between patients, insurance carriers, specialty pharmacies, and Allergan.
• Educate patients regarding the Botox Savings Program and available financial assistance resources.
• Assist patients with enrollment applications and provide comprehensive follow-up throughout the approval process.
• Verify insurance eligibility, benefits, authorizations, referrals, and coverage requirements.
• Identify referral requirements and ensure validity of location, visit dates, and approved visit counts.
• Serve as the practice-level resource for coding questions and billing-related issues.
• Identify and track third-party claim rejection types and trends to support process improvements.

• Schedule and coordinate Botox appointments while ensuring compliance with treatment timing requirements.
• Notify patients of appointment changes and perform appointment confirmations.
• Coordinate provider schedules, room assignments, and daily clinic workflow.
• Communicate patient clearance status to providers and clinical staff prior to treatment.
• Support initial training and onboarding activities for new providers and staff.
• Assist with Epic template development, maintenance, and scheduling optimization.

• Coordinate communications between clinic leadership, physicians, advanced practice providers, nursing staff, and administrative teams.
• Coordinate activities related to clinical programs and practice initiatives.

EDUCATION:

• Associate degree preferred

LICENSES/CERTIFICATIONS:

• Minimum of 3 years of healthcare administrative, medical office, neurology, infusion, specialty pharmacy, or prior authorization experience.
• Experience with Botox coordination, specialty medication management, or buy-and-bill programs strongly preferred.
• Experience with Epic electronic medical record system preferred.
• Experience working with insurance authorizations, medical billing, coding, and reimbursement processes preferred.

EXPERIENCE/SKILLS:

• Strong knowledge of insurance verification, prior authorization, and referral processes.
• Understanding of specialty pharmacy and buy-and-bill medication workflows.
• Knowledge of medical terminology, coding, and billing practices.
• Strong organizational and time management skills.
• Ability to balance multiple priorities in a fast-paced clinical environment.
• Strong analytical and problem-solving abilities.
• Excellent written and verbal communication skills.
• Proficiency with Epic and Microsoft Office applications.
• Strong customer service and patient relations skills.

SUPERVISORY RESPONSIBILITY:

• None

Pay Range:

EEO Statement:

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

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Driving Required: