Spine Clinic Coordinator

Summit Surgical•Hutchinson, KS

About The Position

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.

Requirements

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

Responsibilities

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.
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.
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.
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).
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.