Botox Program Coordinator — Multisite Clinic Ops

BHMG Lifespan Physician Group, Inc., d/b/a Brown Health Medical Group; United States; On-site; USD 39,052,000 - 55,619,000; Full time

Job summary

BHMG Lifespan Physician Group, Inc., d/b/a Brown Health Medical Group, seeks an experienced Botox Office Coordinator to manage a high-volume neurology Botox program across multiple ambulatory sites. You will oversee prior authorizations, medication procurement, and buy‑and‑bill workflows while coordinating with providers, staff, patients, and insurers.

You will verify benefits, assist with enrollment, educate patients on the Savings Program, and support Epic template development and scheduling

Qualifications

• Associate degree preferred.
• Minimum of 3 years of healthcare administrative, medical office, neurology, infusion, specialty pharmacy, or prior authorization experience.
• Experience with Botox coordination, specialty medication management, or buy‑and‑bill programs strongly preferred.
• Experience with Epic electronic medical record system preferred.
• Experience working with insurance authorizations, medical billing, coding, and reimbursement processes preferred.

Responsibilities

• Coordinate daily administrative and operational aspects of the Botox treatment program across multiple ambulatory sites.
• Serve as the primary point of contact for providers and staff across multiple practice locations.
• Facilitate daily workflow, including assigning work and creating staffing schedules.
• Schedule Botox medication procurement, ensuring adequate stock levels for scheduled procedures.
• Identify medication sourcing requirements, including Specialty Pharmacy versus Buy-and-Bill procurement pathways.
• Monitor authorization expiration dates and treatment schedules to ensure Botox administration occurs within payer‑required timeframes.
• Obtain, track, and maintain prior authorizations for Botox and other specialty medications.
• Coordinate specialty medication ordering, delivery, inventory monitoring, and storage requirements.
• Act as liaison between patients, insurance carriers, specialty pharmacies, and Allergan.
• Educate patients regarding the Botox Savings Program and available financial assistance resources.
• Assist patients with enrollment applications and provide comprehensive follow‑up throughout the approval process.
• Verify insurance eligibility, benefits, authorizations, referrals, and coverage requirements.
• Identify referral requirements and ensure validity of location, visit dates, and approved visit counts.
• Serve as the practice‑level resource for coding questions and billing‑related issues.
• Identify and track third‑party claim rejection types and trends to support process improvements.
• Schedule and coordinate Botox appointments while ensuring compliance with treatment timing requirements.
• Notify patients of appointment changes and perform appointment confirmations.
• Coordinate provider schedules, room assignments, and daily clinic workflow.
• Communicate patient clearance status to providers and clinical staff prior to treatment.
• Support initial training and onboarding activities for new providers and staff.
• Assist with Epic template development, maintenance, and scheduling optimization.
• Coordinate communications between clinic leadership, physicians, advanced practice providers, nursing staff, and administrative teams.
• Coordinate activities related to clinical programs and practice initiatives.

Skills

Insurance verification

Prior authorization

Referral processes

Organizational skills

Time management

Written communication

Verbal communication

Billing knowledge

Customer service

multitasking

Education

Associate degree

Tools

Epic EMR

Microsoft Office

Job description

BHMG Lifespan Physician Group, Inc., d/b/a Brown Health Medical Group, seeks an experienced Botox Office Coordinator to manage a high-volume neurology Botox program across multiple ambulatory sites. You will oversee prior authorizations, medication procurement, and buy‑and‑bill workflows while coordinating with providers, staff, patients, and insurers.

You will verify benefits, assist with enrollment, educate patients on the Savings Program, and support Epic template development and scheduling