Administrative Medical Coordinator

SB Clinical Practice Management•Town of Brookhaven, NY

8d•$22 - $27

About The Position

The Administrative Medical Coordinator supports a pediatric subspecialty division and its entire team, including the division chief, attending physicians, nurse practitioners, fellows, and support staff. The role serves as a divisional care coordinator and liaison within the department, providing administrative and clinical support and a high standard of patient-focused service. The coordinator handles patient and provider communications, medication and equipment-related paperwork, insurance authorizations and appeals, and coordination of procedures and testing. The position also maintains records in the electronic medical record, supports appointment scheduling and patient flow, contributes to quality assurance and marketing communications, organizes events, and assists with business planning initiatives as directed.

Requirements

High school diploma or equivalent.
Three years of administrative experience.
Prior authorization experience.
Patient coordination experience, including scheduling procedures and other services.

Nice To Haves

Associate’s degree.
Knowledge of population and public health principles, including quantitative data management and program evaluation.
Demonstrated expertise in managing Outlook calendars.
Experience managing high call volume.
Electronic medical record experience and excellent computer skills.
Spanish language proficiency.

Responsibilities

Provide administrative and clinical support to physicians, nurse practitioners, fellows, and support staff; coordinate divisional needs and serve as a departmental liaison.
Facilitate medication refills and prescription renewals.
Respond to school nurses’ requests for forms and documentation.
Coordinate with outside home care agencies on medication and equipment orders, and process medical equipment requests.
Work with providers on patient insurance issues and notify the Practice Manager or Office Manager of relevant issues or updates.
Follow up with patients’ primary care physicians to exchange consult notes and progress records.
Ensure documents, records, test results, and lab results are documented and maintained in the electronic medical record as needed.
Ensure quality assurance requirements are met.
Coordinate and implement marketing communication projects.
Organize and assist with special events for the division and department.
Assist with business planning initiatives as directed.
Answer telephones, direct and respond to callers, relay messages, and provide patients and families with customer service.
Obtain insurance pre-authorizations and referrals for required services, procedures, diagnostic tests, and medications.
Work with insurance companies on denials and appeals involving medications, supplies, procedures, and testing.
Schedule procedures, testing, biopsies, injections, and infusions, and coordinate patients for procedures and testing.
Prepare patients for appointments by communicating what they or their families should bring, answering questions, directing patients to appropriate settings, and facilitating patient flow.
Identify scheduling opportunities, ensure appropriate scheduling and utilization of patient slots, maintain waiting lists, and work to build the practice productively.
Perform other duties as assigned by management.