Office Authorization Specialist

Job Title: Office Authorization Specialist

Department: Administrative/Patient Services

Reports To: Director Business Office

FLSA Status: Non-Exempt

Employment Status: Full-Time

Location: Tulsa, OK

Work Schedule: Monday-Thursday 8AM-5PM Friday 8AM-1PM

Travel Requirements: None

Position Summary

The Office Authorization Specialist is responsible for obtaining insurance referrals, prior authorizations, and benefit information for office visits, procedures, and surgeries. This position reviews patient records to identify required clinical documentation, communicates with insurance carriers and patients, and ensures authorization and benefit requirements are completed accurately and timely. The position plays an important role in supporting efficient scheduling, patient financial communication, and successful reimbursement.

Primary Duties and Responsibilities

• Review patient charts for documentation required to obtain referrals and prior authorizations.
• Contact insurance companies by phone and through payer websites to obtain authorizations and verify benefits.
• Verify deductibles, coinsurance, out-of-pocket maximums, and other patient financial responsibilities.
• Communicate estimated patient responsibility prior to procedures or surgeries.
• Enter and maintain accurate authorization, referral, and insurance information in the EMR.
• Monitor pending authorizations and follow up with insurance companies as needed.
• Communicate professionally with patients, insurance representatives, providers, and staff.
• Maintain patient confidentiality in accordance with HIPAA and organizational policies.
• Prioritize multiple tasks and meet authorization deadlines.
• Assist with other administrative duties as assigned.

Qualifications

• Education:
• High School Diploma or Equivalent Required
• Additional education or training in healthcare administration, medical billing, insurance, or a related field preferred.
• Experience:
• Minimum of two (2) years of medical authorization experience required.
• Experience working with insurance companies, payer portals, referrals, prior authorizations, and benefit verification preferred.
• Experience in a medical office, physician practice, surgery center, or similar healthcare environment preferred.
• Knowledge / Abilities:
• Strong computer and data-entry skills.
• Experience with Electronic Medical Records and insurance payer websites.
• Proficiency with Microsoft Office Suite.
• Excellent verbal and written communication skills.
• Strong attention to detail and organizational skills.
• Ability to work independently and as part of a team.
• Ability to multitask, prioritize, and manage time effectively.

Physical Demands

• Primarily sedentary office work with extended periods of sitting and computer use.
• Frequent use of computer keyboard, mouse, telephone, and other office equipment.
• Ability to communicate effectively by telephone and in person.
• Occasional standing, walking, bending, and reaching.
• Ability to lift and carry office materials and supplies weighing up to 25 pounds occasionally.
• Visual ability sufficient for reviewing electronic medical records, insurance information, and other documentation.

Work Environment

• Primarily an office/administrative healthcare environment.
• Frequent computer, telephone, and electronic communication.
• Temperature controlled office