Specialty Services Coordinator

Description

The Specialty Services Coordinator enhances patient access to specialty care—including telehealth—in a rural primary care clinic. This position oversees specialty referrals, manages telehealth visits, administers the clinic’s drug screening program, supervises provider housing logistics, supports provider credentialing and privileging processes, and assists with billing requirements for specialty services. In addition, the coordinator supervises the Specialty Coordinator Assistant and Patient Navigator at their site to ensure efficient, patient-centered operations across all specialty and telehealth services.

Key Responsibilities

Staff Supervision & Leadership

• Supervise the Specialty Coordinator Assistant and Patient Navigator at their site.
• Collaborate with the specialty coordinator assistants at other UNHS sites. 
• Provide training, workflow guidance, daily task assignment, performance feedback and complete annual evaluations.
• Ensure adherence to clinic protocols, documentation standards, quality standards and customer service expectations.
• Support professional development and help maintain smooth, coordinated specialty care operations.

Specialty Referral Management

• Process, track, and coordinate specialty referrals to local, regional, and tele-specialty providers.
• Schedule specialty appointments and ensure appropriate follow-up and documentation.
• Coordinate diagnostic testing, imaging, consult follow-up  and other specialty-related services.
• Ensure specialist records and recommendations are obtained and entered accurately in the EHR.

Telehealth Services Coordination

• Schedule telehealth specialty visits and assist patients with technology setup.
• Prepare telehealth rooms and equipment for on-site virtual sessions.
• Collaborate with IT and telehealth partners to maintain system functionality and reliability.
• Monitor telehealth utilization and streamline processes to improve access.
• Act as liaison between referring physician, patients, specialty physicians, clinical staff, admissions, Purchased Referred Care, funding sources, and other departments as needed.

Drug Screening Program Oversight

• Administer and oversee all clinic drug screens, including:
  • Pre-employment
  • Random
  • Reasonable suspicion/cause
  • Post-accident
  • Return-to-duty
  • Follow-up
  • Other required employer-directed screens
• Maintain accurate chain-of-custody documentation and compliance with regulations.
• Communicate with employers, HR contacts, and third-party administrators.
• Train staff on proper testing protocols as needed.

Provider Housing Supervision

• Coordinate housing arrangements for temporary, rotating, or locum providers.
• Schedule and oversee housekeeping services for active units.
• Arrange maintenance or repairs for housing units as required.
• Maintain communication with landlords, property managers, and service vendors.
• Ensure units are clean, safe, and ready for incoming provider use.

Privileging, Credentialing & Billing Support

• Assist with collecting, tracking, and submitting documentation for provider privileging and credentialing.
• Coordinate with credentialing bodies, administrative teams, and external agencies to ensure timely completion.
• Support billing processes for specialty services by confirming documentation accuracy and proper coding pathways.
• Communicate with billing staff to resolve issues related to reimbursement or compliance.

Patient Support & Communication

• Serve as a key point of contact for patients needing specialty or telehealth services.
• Provide clear instructions regarding appointment prep, follow-up care, and expectations.
• Assist patients with rural-specific challenges, such as transportation barriers or limited technology access.
• Manage phone calls, messages, and patient inquiries efficiently and professionally.

Care Coordination & Team Collaboration

• Work closely with primary care providers and nursing staff to ensure timely specialty care.
• Communicate specialist recommendations and assist with care plan transitions.
• Identify patients at risk for missed specialty care and provide targeted outreach.
• Participate in team huddles, meetings, and quality improvement projects.
• Confirm medical records are available in patients’ charts prior to follow-up appointments
• Coordinate monthly and quarterly staff meetings with the nursing supervisor.

Compliance, Documentation & Quality Assurance

• Maintain strict adherence to HIPAA and telehealth privacy regulations.
• Document all referral, telehealth, drug screen, credentialing, and housing activities in the EHR or appropriate systems.
• Support clinic quality initiatives related to specialty access, telehealth utilization, compliance audits, and operational efficiency.
• Recommend workflow improvements to enhance patient experience and clinic performance.

Clinical Operational Responsibilities 

• Complete annual competencies as assigned by supervisor
• Locate articles, attend webinars or other training, to stay up to date on the latest evidence-based practice regarding your role/responsibilities. 
• Adhere to the hand-hygiene/infection control protocol
• Use personal protective equipment according to Center for Disease Control and Prevention recommendations. 
• Perform low-level disinfection of medical equipment, devices, and supplies. 
• Clean equipment and supplies according to the Manufacturer’s Instructions for Use. 
• Maintain supplies, including stocking, removing expired supplies from stock and alerting inventory management when supplies need to be ordered. 
• Properly dispose of expired or damaged supplies, medical equipment, and devices

Requirements

Qualifications

Required

• High school diploma or equivalent.
• Registered or Certified Medical Assistant certification
• 2 years of healthcare experience involving coordination, referrals, telehealth, credentialing, or drug testing.
• Experience leading or supervising staff, or demonstrated leadership capabilities.
• Strong communication, organizational, and multitasking skills.
• Proficiency with EHR systems, telehealth tools, and scheduling platforms.
• Ability to work independently in a rural clinic environment with minimal supervision.
• Knowledge of or ability to learn provider credentialing, privileging, and billing processes.
• Maintain Basic Life Support certification at all times. 
• Must be able to safely lift, push and pull fifty (50) pounds or more above waist. 
• Must possess a valid driver’s license
• Must successfully pass criminal background check and drug screening
• Must receive annual inoculation of flu vaccine
• Must receive annual tuberculin skin test if required by the organization

Preferred

• Experience in rural health clinics (RHCs), FQHCs, or community clinics..
• Familiarity with drug testing protocols (DOT or non-DOT).
• Experience coordinating provider housing or vendor relationships.
• Background in credentialing systems (CAQH, payer enrollment portals, MSO workflows).
• Bilingual or bicultural experience.

Core Competencies

• Leadership & team supervision
• Patient-centered communication
• Knowledge of credentialing & billing processes
• Confidentiality & regulatory compliance
• Strong organizational and multitasking abilities
• Technical proficiency (telehealth & digital systems)
• Rural cultural competence
• Problem-solving & adaptability
• Effective collaboration with multidisciplinary teams