Medical Coordinator in Newark, New Jersey at ELEV8 CENTER NEW JERSEY LLC

The Medical Coordinator is responsible for coordinating medical appointments, supporting admissions, and ensuring all required medical documentation and provider follow-up are completed accurately and timely. This role serves as a liaison between clients, nursing staff, providers, clinical staff, outside medical offices, and administrative departments to support continuity of care, compliance, and efficient daily medical operations.

Essential Duties & Responsibilities:

Client Scheduling & Appointment Coordination

· Schedule medical appointments for clients including primary care, specialists, labs, imaging, MAT consults, psychiatric appointments, and follow-up visits.

· Coordinate transportation arrangements for scheduled medical appointments as needed.

· Confirm appointments with outside providers and communicate schedules with nursing, clinical, and transportation staff.

· Track appointment attendance, cancellations, rescheduling, and provider follow-up recommendations.

· Ensure clients receive all necessary paperwork and appointment preparation instructions.

· Maintain provider schedules and coordinate weekly provider appointments, evaluations, and follow-up needs.

Client Intake & Admissions Support

· Assist with gathering required medical documentation for new admissions including medication lists, discharge summaries, provider recommendations, and admission paperwork.

· Support the intake process by obtaining vital signs and assisting with medication entry into the EMR.

· Coordinate with medical, nursing, clinical, and provider teams to ensure all treatment and medical needs are identified and addressed upon admission.

· Complete and monitor admission checklists to ensure all required admission items are completed timely and accurately.

· Verify admission documentation is complete, including:

o Nursing intake

o Admission assessment

o History & Physical (H&P)

o Psychiatric evaluations

o Lab work and pending results

o Medication reconciliation

o Belongings documentation

· Follow up with staff and providers on missing admission items to ensure compliance and timely completion.

· Assist with organizing admission paperwork and supporting medical clearance.

ER Send-Out / Hospital Follow-Up

· Maintain and update the ER send-out tracking sheet.

· Track all hospital transfers and document status updates.

· Follow up with hospitals regarding evaluations, discharge planning, and return-to-facility updates.

· Communicate updates to nursing, clinical, and leadership teams.

· Notify the appropriate departments when a client has been admitted to the hospital.

· Ensure clients admitted to the hospital are removed from the active KIPU census as appropriate.

· Follow up on client returns from the hospital and confirm that required nursing/clinical steps are completed.

· Scan and upload discharge paperwork from ER or hospital visits into the client’s chart promptly.

· Ensure discharge recommendations and provider follow-up are communicated to the care team.

FMLA / Disability / Medical Paperwork

· Assist clients with FMLA paperwork and medical leave documentation.

· Coordinate providers for signatures on disability forms, work notes, and other medical paperwork.

· Ensure that paperwork is completed accurately and submitted within required timeframes.

· Communicate with employers, insurance companies, and outside agencies when authorized by the client.

Facility Medical Paperwork & Administrative Support

· Prepare and maintain facility-related medical forms and documentation.

· Track outstanding provider orders, signatures, evaluations, and follow-up paperwork.

· Ensure H&Ps and psychiatric evaluations are completed on time and remain current.

· Maintain provider schedules weekly and coordinate follow-up needs with the medical team.

· Assist with audits and ensure documentation remains compliant with state and facility requirements.

· Maintain logs for appointments, referrals, ER send-outs, admissions, and document tracking.

· Support communication between nursing, providers, pharmacy, clinical, and administrative departments.

Client Communication & Coordination

· Communicate appointment details, follow-up plans, and medical updates with clients.

· Answer client questions related to scheduling, paperwork, and provider coordination.

· Serve as a point of contact for hospitals, pharmacies, specialists, outside providers, and referral sources.

Qualifications

· Licensed healthcare professional preferred (LPN, CMA, Medical Assistant, or related healthcare credential).

· Experience in healthcare coordination, admissions, or medical office operations preferred.

· Knowledge of HIPAA and confidentiality standards.

· Strong organizational and time-management skills.

· Ability to multitask and prioritize urgent requests.

· Excellent communication and customer service skills.

· Experience with EMR systems, scheduling platforms, and Microsoft Office preferred.

· Ability to work collaboratively with multidisciplinary teams in a fast-paced healthcare environment.