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 incoming calls using approved scripting; provide courteous assistance to patients & route clinical inquiries per clinic policy.
• Escalate urgent requests immediately using approved communication tools and return non-urgent calls within one business day.
• Accurately document and relay messages to staff and providers; manage referring provider requests.
• Process incoming and outgoing faxes daily.
• Register new patients, verify demographic and insurance information, and process referrals in accordance with clinic policy.
• Assess insurance requirements, including referral needs and contracted carrier participation, prior to scheduling.
• Schedule patient appointments and provide directions and pre-appointment instructions.
• Verify insurance eligibility, complete benefit verification and precertification forms, and communicate with insurance carriers by phone or online portals.
• Obtain prior authorizations for procedures and surgeries, ensuring accurate codes, providers, and place of service to minimize denials.
• Coordinate with financial counselors regarding benefit information and escort patients when appropriate.
• Provide coverage for front office staff during PTO, including scheduling surgeries with hospitals or surgery centers and preparing surgical packets.
• 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