Patient Access & Medical Records Coordinator

Position Summary

The Patient Access & Medical Records Coordinator is responsible for managing new patient intake, scheduling, medical records coordination, insurance verification, and referral processing for the allergy and asthma clinic. This role ensures patients are efficiently scheduled, properly prepared for care, and that all clinical documentation and insurance requirements are accurate and complete. The position serves as a key link between patients, referring providers, and clinical staff to support timely access to care and smooth clinic operations.

Key Responsibilities

New Patient Intake & Scheduling

• Serve as the primary contact for new patient inquiries via phone, email, fax, online requests, and electronic referral systems
• Manage incoming referrals from providers received both electronically (EMR/EHR systems, referral portals) and via phone and fax communication
• Schedule new patient and follow-up appointments based on provider availability, clinical urgency, and testing requirements
• Communicate office processes, visit expectations, and pre-appointment instructions (including allergy testing preparation and medication holds)
• Follow up on pending referrals and unscheduled patients to support timely access to care

Medical Records Management

• Request, obtain, and organize medical records from referring providers and outside facilities
• Ensure all incoming records are accurately scanned, uploaded, and maintained in the EMR system
• Review records for completeness prior to patient appointments and flag missing documentation
• Maintain confidentiality and HIPAA compliance at all times
• Respond to medical records requests from patients and external providers as needed

Insurance Verification & Documentation

• Verify patient insurance eligibility and benefits by contacting insurance carriers directly and reviewing electronic/scan-based insurance information
• Accurately document coverage details related to allergy testing, asthma evaluations, and specialty services
• Ensure referrals, authorizations, and required documentation are in place prior to appointments
• Communicate insurance requirements and missing information to patients in a clear and professional manner
• Assist with resolving insurance-related issues or discrepancies as needed

Coordination & Communication

• Work closely with clinical staff to ensure readiness for new patient visits and testing
• Maintain clear and timely communication with referring providers and internal teams
• Support front desk and administrative functions as needed based on clinic flow

Qualifications

• High school diploma or equivalent required; associate degree preferred
• Prior experience in medical scheduling, medical records, or patient intake strongly preferred
• Experience in allergy, asthma, ENT, or specialty care setting preferred
• Strong understanding of EMR systems, insurance verification processes, and electronic referral workflows
• Excellent communication and customer service skills
• Strong attention to detail and ability to manage multiple priorities
• Comfortable working in a fast-paced clinical environment
• HIPAA compliance required

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Experience:

• healthcare insurance: 2 years (Required)

Work Location: In person