Spine Clinic Coordinator in Hutchinson, Kansas at Summit Surgical

Position Summary:

The Spine and Pain Care Coordinator is responsible for managing the clinical, administrative, and logistical coordination of care after a provider has ordered a spine or pain-related procedure, such as an injection or surgery. Acting as the central liaison between patients, providers, clinical staff, and administrative teams, this role ensures a seamless care experience by guiding patients through the prior authorization, scheduling, education, and pre-procedure readiness process. The Coordinator plays a key role in supporting efficient and timely care delivery while maintaining high standards of communication and service.

Primary Responsibilities:

Post-Order Coordination

• Monitor provider orders for injections or surgical procedures daily.
• Initiate the care coordination workflow once an order is placed (in Athena or equivalent EMR).
• Serve as the patient’s point of contact throughout the pre-procedure process, from order placement to day of procedure.

Prior Authorization & Documentation Support

• Communicate required documentation to the prior authorization team.
• Track the status of authorization requests for injections and surgeries.
• Follow up with appropriate team members (MAs, providers, imaging centers) to obtain missing records, clinical notes, or imaging as needed for authorization approval.
• Ensure all documentation is complete before proceeding with scheduling.

Prior Authorization & Documentation Support

• Communicate required documentation to the prior authorization team.
• Track the status of authorization requests for injections and surgeries.
• Follow up with appropriate team members (MAs, providers, imaging centers) to obtain missing records, clinical notes, or imaging as needed for authorization approval.
• Ensure all documentation is complete before proceeding with scheduling.

Scheduling Coordination (Procedures and Surgeries-Only)

• Coordinate with the scheduling team and secure appropriate dates for injections and surgeries once authorization is received.
• Confirm appointments with patients and provide them with procedure instructions.
• Ensure internal calendars, EMR orders, and Hospital schedules reflect finalized procedure dates and details.

Pre-Procedure Readiness

• Ensure all pre-procedure requirements are completed, including labs, imaging, pre-op clearance, and consent forms.
• Work with patients to answer questions, review instructions, and prepare them for what to expect.
• Communicate readiness to all relevant teams (clinical, hospital, anesthesia, providers).

Communication & Handoff

• Maintain clear, timely communication with patients, providers, medical assistants, and scheduling staff.
• Notify MAs and hospital teams of upcoming procedures and any concerns or barriers.
• Document all activities, updates, and communications in the EMR.

Qualifications:

• Working knowledge of spine and pain procedures, including injections and minimally invasive surgeries.
• Strong understanding of insurance authorization workflows.
• Ability to multitask and manage competing priorities with professionalism and urgency.
• Excellent interpersonal and communication skills for patient and team interaction.
• Proficient in EMR systems (Athena preferred), Microsoft Excel, and scheduling platforms.
• High School Diploma or GED