Clinical Concussion & Headache Program Coordinator

Nicklaus Children's Hospital; Miami (FL); On-site; USD 42,000 - 65,000; Full time

Job summary

Nicklaus Children’s Hospital in Miami, FL seeks a program coordinator for the Concussion and Headache Program within the Neuroscience Institute. This role coordinates clinics, school screenings, and community events, handling scheduling, authorizations, and family communications.

The position requires 2-4 years in healthcare program support, bilingual English/Spanish, and strong Microsoft Office skills; Lean and EHS experience are a plus. On-site role with department collaboration.

Qualifications

• Associate's Degree in Liberal Arts, Sports, Business, or Healthcare.
• 2-4 years of program support experience in a healthcare environment or athletic training setting
• Bilingual in English and Spanish required
• Knowledge of ImPACT Concussion Screening is a plus
• Proficiency in Microsoft Office (PowerPoint and Excel) and HIPAA awareness

Responsibilities

• Coordinate multidisciplinary clinics, school screenings, and community events.
• Commute to community events and touchpoints as needed.
• Coordinate adult transition and clinic notes workflow.
• Lead quarterly clinic flow meetings with providers.
• Obtain prior authorizations for high-cost therapies.
• Coordinate shipment of specialty drugs from pharmacies.
• Schedule EMG, NCV, Botox, and pre-clinic testing.
• Manage clinic scheduling and testing notifications for insurances.
• Enter patient demographics and insurance data in EHS scheduling system.
• Obtain test/visit authorizations and prepare data for clinical review.
• Email parent questionnaires and coordinate MD approvals for visits.
• Coordinate test authorizations (EEG, EP, NCV, EMG, polysomnograms).
• Provide coverage and support to departments and clinics as needed.
• Arrange parent groups and community events; partner with teams.
• Order supplies for neuroscience specialties.
• Register patients on clinic day and ensure MD visibility.
• Maximize patient flow and service recovery.
• Coordinate advanced with specialties to ensure all providers see patient.
• Coordinate discharge and follow-up appointments and testing.
• Prepare correspondence (academy letters, school letters, therapy referrals).
• Archive data for future retrieval and long-term care.
• Participate in Lean initiatives to improve process quality and costs.
• Improve family experience in Brain Institute and patient care.

Skills

Bilingual English/Spanish

Excellent communication

Customer service

Time management

Teamwork

Attention to detail

Problem solving

Education

Associate's Degree in Liberal Arts, Sports, Business, or Healthcare

Bachelor's Degree preferred

Tools

Microsoft Office

EHS (Electronic Health Systems)

Job description

Nicklaus Children’s Hospital in Miami, FL seeks a program coordinator for the Concussion and Headache Program within the Neuroscience Institute. This role coordinates clinics, school screenings, and community events, handling scheduling, authorizations, and family communications.

The position requires 2-4 years in healthcare program support, bilingual English/Spanish, and strong Microsoft Office skills; Lean and EHS experience are a plus. On-site role with department collaboration.