Medical Coordinator

Description:

JOB SUMMARY

The Direct Hire Medical Coordinator with Surgery Scheduling is responsible for patient access, surgical scheduling, insurance coordination, and administrative workflow support within a multi-specialty surgical clinic. This role ensures accurate scheduling, insurance verification, and care coordination across the continuum of care to support provider productivity, regulatory compliance, and patient satisfaction.

As a direct hire team member, this position reinforces standardized scheduling practices, workflow consistency, and operational reliability within the department.

RESPONSIBILITIES

Patient Access & Communication

• Answer incoming calls using approved scripting and route clinical inquiries per clinic policy
• Escalate urgent requests immediately and return non-urgent calls within one business day
• Register new patients and verify demographic and insurance information
• Provide appointment instructions, directions, and pre-visit preparation guidance
• Maintain accurate message documentation and communication with providers and staff

Insurance Verification & Authorization

• Verify insurance eligibility and benefits prior to scheduling
• Assess referral requirements and contracted carrier participation
• Complete pre-certifications and communicate with insurance carriers
• Coordinate with financial counselors regarding patient financial responsibility
• Ensure accurate documentation to support compliant billing practices

Surgery Scheduling & Care Coordination

• Schedule surgical procedures, diagnostic testing, and related appointments
• Ensure completion of pre-operative documentation and required authorizations
• Enter and track provider orders through completion
• Monitor pending results and notify appropriate staff of delays
• Provide coverage for the Surgical Coordinator as needed

Administrative & Operational Support

• Process incoming/outgoing faxes and maintain documentation logs
• Manage provider schedule changes and communicate updates appropriately
• Perform general administrative duties to support clinic efficiency
• Support standardized workflows and departmental performance expectations

CHARACTERISTICS

• Professional, courteous, and patient-centered
• Demonstrates strong organizational and multitasking abilities
• Maintains composure in high-volume environments
• Exercises sound judgment and discretion
• Reliable and accountable for workflow accuracy
• Committed to confidentiality and HIPAA compliance
• Proactive and solution-oriented with a team mindset

QUALIFICATIONS

• High school diploma or equivalent; associate degree or higher preferred
• Minimum of 12 years of experience in medical scheduling, registration, or referral coordination preferred
• Demonstrated knowledge of insurance processes, including verification and authorization requirements.
• Proficiency in EMR systems, patient portals, and office communication tools.
• Strong organizational skills with attention to detail and accuracy
• Clear and professional verbal and written communication skills

Physical Requirements

• Sitting: Frequently
• Standing: Occasionally
• Walking: Occasionally
• Carrying/Lifting: Rarely (up to 35 pounds)
• Stooping/Kneeling: Rarely
• Other: N/A

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