Medical Coordinator - Vascular

JOB SUMMARY

The Medical Coordinator serves as a key clinical support and care coordination professional within the multi-specialty clinic, ensuring the efficient flow of patients through the continuum of care. This role is responsible for facilitating scheduling, patient education, provider communication, clinical documentation support, and procedural coordination to optimize patient outcomes, physician productivity, and operational excellence. By delivering exceptional patient service and maintaining accurate, compliant clinical processes, the Medical Coordinator contributes directly to high-quality care, patient satisfaction, and the overall success of the clinic’s medical practices.

RESPONSIBILITIES

• Answer phones using approved scripting and assist patients promptly and professionally
• Route clinical inquiries to appropriate providers or staff and communicate urgent needs immediately
• Register new patients and verify demographic and insurance information
• Process referrals and determine referral requirements based on insurance guidelines
• Schedule patient appointments, surgeries, and ancillary services
• Prepare and submit surgical documentation, postings, and required patient records
• Verify insurance eligibility and contracted coverage, complete pre-certifications and benefit forms
• Coordinate with insurance carriers, financial counselors, and clinical staff to obtain authorizations
• Enter and track provider orders through completion and follow up on outstanding results
• Perform daily charge entry with accurate CPT and ICD-10 coding or submit to coding as required
• Manage incoming and outgoing faxes and maintain accurate patient documentation
• Document cancellations, no-shows, and provide cross-coverage for administrative staff as needed

OTHER DUTIES

• Possible travel to local satellite clinics to perform job duties
• Perform additional responsibilities as assigned by management.

CHARACTERISTICS

• Professional and courteous with patients, staff, and referring providers.
• Team-oriented and able to communicate effectively with clinical and clerical staff.
• Patient, calm, and composed under pressure.
• Reliable, punctual, and able to manage multiple priorities.
• Maintains confidentiality and adheres to HIPAA regulations.
• Positive attitude, proactive, and committed to excellent customer service.

QUALIFICATIONS

• High school diploma or equivalent; associate degree or higher preferred.
• Experience in a medical office, patient registration, or referral coordination preferred.
• Knowledge of insurance processes, including verification and authorization requirements.
• Familiarity with EMR systems, patient portals, and office communication tools.
• Strong telephone, written, and verbal communication skills.
• Detail-oriented with strong organizational and multi-tasking abilities.

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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