Medical Coordinator

JOB SUMMARY

The Direct Hire Medical Coordinator is responsible for patient access, appointment scheduling, referral coordination, insurance verification, and administrative workflow support within a multi-specialty clinic. This role ensures accurate patient registration, insurance processing, and care coordination to support provider productivity, regulatory compliance, and operational efficiency.

As a direct hire team member, the Medical Coordinator reinforces standardized scheduling practices, documentation accuracy, and consistent front-end workflow performance across the department.

RESPONSIBILITIES

Patient Access & Communication

• Answer incoming calls using approved scripting and route clinical inquiries per clinic policy
• Escalate urgent requests immediately and return non-urgent calls within one business day
• Register new patients and verify demographic and insurance information
• Provide appointment instructions and pre-visit guidance
• Maintain accurate message documentation and communication logs

Insurance Verification & Referral Coordination

• Assess insurance requirements, including referral needs and contracted carrier participation
• Verify eligibility and benefits prior to scheduling
• Complete pre-certifications and communication with insurance carriers as required
• Coordinate with financial counselors regarding patient financial responsibility
• Ensure accurate documentation to support compliant billing practices

Order Management & Care Coordination

• Enter and track provider orders to completion
• Monitor pending test results and notify appropriate staff of delays
• Coordinate follow-up appointments and services as needed
• Process referrals according to clinic and department policies

Administrative & Operational Support

• Process incoming and outgoing faxes and manage documentation logs
• Communicate the providers’ schedule changes appropriately
• Perform general administrative duties to support clinic efficiency
• Support standardized workflows and departmental performance goals

CHARACTERISTICS

• Professional, courteous and patient centered
• Strong organizational and multitasking abilities
• Maintains composure in high-volume environments
• Exercises sound judgment and discretion
• Reliable and accountable for workflow accuracy
• Committed to confidentiality and HIPAA compliance
• Proactive and solution-oriented with a team mindset

QUALIFICATIONS

• High school diploma or equivalent; associate degree preferred
• Minimum of 1–2 years of experience in a medical office, patient registration, or referral coordination preferred
• Demonstrated knowledge of insurance verification and authorization requirements
• Proficiency in EMR systems, patient portals, and office communication tools
• Strong organizational skills with attention to detail
• Clear and professional verbal and written communication skills

PHYSICAL REQUIREMENTS

• Sitting: Frequently
• Standing: Occasionally
• Walking: Occasionally

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