Specialty Clinic Coordinator

Specialty Clinic Coordination

· Coordinate specialty clinic schedules and provider appointments.

· Schedule, confirm, and manage patient appointments for specialty services.

· Prepare clinic schedules and patient records for specialty providers.

· Serve as a liaison between patients, specialty providers, primary care providers, and clinic staff.

· Ensure timely completion of referrals, consultations, and follow-up appointments.

· Monitor specialty clinic workflows and identify opportunities for process improvement.

Prior Authorization Management

· Obtain insurance prior authorizations for medications, procedures, diagnostic testing, and specialty services.

· Verify insurance eligibility and benefits as needed.

· Complete and submit authorization requests with supporting clinical documentation.

· Track authorization status and follow up with insurance carriers to ensure timely approvals.

· Communicate authorization outcomes to providers, staff, pharmacies, and patients.

· Maintain accurate documentation of authorization activities within the electronic health record (EHR).

Medication Refill Coordination

· Review and process medication refill requests according to provider protocols and clinic policies.

· Coordinate refill requests between patients, providers, pharmacies, and clinical staff.

· Verify patient eligibility for refills, including appointment compliance and required monitoring.

· Route refill requests requiring provider review or intervention.

· Document refill activities accurately within the EHR.

· Assist patients with medication-related questions and pharmacy coordination.

Patient Support and Communication

· Respond to patient inquiries in a professional and timely manner.

· Educate patients regarding scheduling, referrals, prior authorizations, medication refill processes, and clinic procedures.

· Maintain confidentiality and comply with HIPAA regulations.

· Provide exceptional customer service while supporting patient-centered care.

Administrative Responsibilities

· Maintain accurate patient records and documentation.

· Monitor work queues related to referrals, authorizations, and medication refills.

· Generate reports and track performance metrics as requested.

· Participate in quality improvement initiatives and staff meetings.

· Perform other duties as assigned.

Education

LPN or RN (BSN-RN preferred)

Experience

· Minimum of 2 years of healthcare, medical office, care coordination, or specialty clinic experience preferred.

· Experience with insurance prior authorizations and medication refill processes preferred.

· Experience using electronic health records (EHR) systems required.

Knowledge, Skills, and Abilities

Must possess excellent customer service and communication skills, maintaining a positive, professional, and patient-centered approach in all interactions.

· Knowledge of medical terminology, insurance processes, and healthcare regulations.

· Strong organizational and time management skills.

· Ability to manage multiple priorities in a fast-paced environment.

· Excellent verbal and written communication skills.

· Strong attention to detail and accuracy.

· Proficiency with computer systems, EHR platforms, and Microsoft Office applications.

· Ability to work independently and collaboratively as part of a healthcare team.

Physical Requirements

· Prolonged periods of sitting and computer work.

· Occasional standing, walking, bending, and lifting up to 20 pounds.

· Ability to communicate effectively in person and by telephone.

Work Environment

· Clinical and office setting.

· Frequent interaction with patients, providers, insurance representatives, pharmacies, and healthcare professionals. –engaging with patients and coordinating with multiple departments to ensure premium patient experience