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.

· Answer phones using approved scripting; assist patients, manage voicemails, route urgent requests, and return calls within required timeframes

· Process incoming and outgoing faxes, manage referrals, request medical records, and maintain referral tracking documentation

· Contact patients to schedule follow-up and annual appointments and document all outreach

· Register new patients, verify demographics and insurance, confirm contracted coverage, and attach insurance to appointments and surgeries

· Process referrals per policy, assess referral requirements, and provide patients with directions and pre-visit instructions

· Document cancellations and no-shows and notify patients and referring providers

· Coordinate surgery and ancillary service scheduling based on provider availability, diagnosis, urgency, and physician preferences

· Prepare and transmit surgery packets, posting sheets, lens sheets, and required medical records to hospitals and surgery centers

· Maintain digital surgery calendars, spreadsheets, and verify surgery schedules and clearances

· Verify insurance eligibility and complete pre-certifications and benefit forms

· Communicate with insurance carriers and route benefit forms to financial counselors as needed

· Fill in when other medical coordinator is not available or is with a patient

· Transfer calls to clinical staff requesting medical advice, prescription refills, or surgery information

· Assist the front desk receptionist during times of high clinic volumes

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.

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.

Physical Requirements

• Sitting: Frequently
• Standing: Occasionally
• Walking: Occasionally
• Carrying/Lifting: Rarely (up to      35 pounds)
• Stooping/Kneeling: Rarely
• Other: N/A