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Job Description
POSITION SUMMARY
We are seeking a dedicated, detail-oriented, and compassionate Care Coordinator with 5 or more years of experience in a medical office setting to join our team. This role is the connective tissue of our practice ensuring that every referral, authorization, imaging order, and specialist consultation is handled with precision, timeliness, and genuine care for our patients. The ideal candidate is someone who takes personal ownership of patient follow-through, communicates warmly and professionally with patients, specialist offices, imaging facilities, and insurance plans, and is deeply committed to making sure nothing falls through the cracks. Reliability, friendliness, and a patient-first mindset are just as important to us as technical skill. KEY RESPONSIBILITIESAuthorizations & ReferralsRequest and obtain prior authorizations from a wide range of health plans and insurance carriers in a timely and accurate mannerProcess referrals for specialist consultations, imaging studies, and procedures, ensuring all required clinical documentation is includedTrack authorization statuses and proactively follow up to prevent delays in patient careCommunicate authorization approvals, denials, or pending statuses clearly to the physician and clinical teamCare Coordination & SchedulingCoordinate the scheduling of imaging studies, specialist consultations, and in-office or outpatient procedures on behalf of patients, including day, time, and location logisticsCommunicate appointment details to patients clearly and compassionately, providing any necessary preparation instructionsServe as the primary point of contact for patients navigating referrals and outside care, ensuring they feel informed and supported throughout the processMaintain an organized, up-to-date tracking system for all outstanding referrals, authorizations, and pending resultsFollow-Up & Results ManagementDiligently follow up on outstanding imaging results, specialist consultation notes, and procedure reportsRoute received results and notes to the patient's physician in a timely manner, flagging anything urgent for immediate attentionDocument all communications, results, and follow-up activity accurately in the Electronic Medical Records (EMR) systemEnsure the physician has a complete and current picture of all outstanding and returned outside care for each patientCommunication & RelationshipsCommunicate professionally, warmly, and patiently with patients, caregivers, specialist office staff, imaging center staff, and insurance representativesServe as a reliable liaison between the practice and outside facilities, building positive working relationships that support efficient patient careHandle sensitive patient information with strict adherence to HIPAA regulations and all confidentiality standards
REQUIRED QUALIFICATIONS
Minimum 5 years of experience in a care coordination, referral coordination, or medical office administrative roleDemonstrated expertise in requesting and managing prior authorizations across multiple health plans (commercial, Medicare, Medicaid, and managed care)Proven experience processing referrals and coordinating outside care including imaging, specialist visits, and proceduresStrong follow-up skills with a track record of timely results retrieval and physician notificationProficiency with Electronic Medical Records (EMR) systems (e.g., Epic, Athena, eClinicalWorks, or similar)Exceptional organizational skills with the ability to manage a high volume of active referrals and authorizations simultaneouslyOutstanding interpersonal and communication skills warm, professional, and patient in all interactionsAbility to work independently, prioritize effectively, and take personal accountability for patient outcomesStrict adherence to HIPAA and patient privacy requirements
PREFERRED QUALIFICATIONS
Experience in internal medicine, primary care, or geriatric practice settingsFamiliarity with ICD-10 codes and medical terminologyKnowledge of Medicare and Medicaid authorization requirements and workflowsExperience using insurance portals and online authorization platforms (e.g., Availity, NaviNet, or similar)
KEY COMPETENCIES FOR SUCCESS
Compassionate Communication Attention to Detail Reliability & Follow-Through Organizational Excellence Patient Advocacy Team Collaboration Problem-Solving Professional Diplomacy WORK ENVIRONMENTThis is an in-person role in a medical office setting. The Care Coordinator works closely with the physician, nursing staff, and front desk team to ensure seamless transitions of care for our patients. The position requires sustained focus, strong multitasking ability, and the interpersonal warmth to represent our practice with professionalism and compassion in every external interaction. A genuine dedication to patient care is the foundation of everything we do and we are looking for someone who shares that commitment. recblid zvrt4pgv0wrzd2s7toj1q1i98cvlln Not Specified
