Genetic Counselor Assistant

WVU Medicine; Morgantown (WV); On-site; USD 42,000 - 56,000; Full time

Job summary

WVUH West Virginia University Hospitals in Morgantown, WV is seeking an administrative coordinator to support the genetics team with patient records, test orders, and coordination across providers, labs, and billing.

The role emphasizes insurance eligibility, authorizations, EPIC documentation, scheduling, and effective communication with patients and staff. A business/healthcare admin background and genetics support experience are preferred.

Qualifications

• Bachelor’s degree in business administration, Healthcare Administration or related field.
• Associate’s degree with 2 years related experience.
• High school diploma with 4 years related experience.

Responsibilities

• Assist in managing patient records, clinical documentation, and genetic test orders.
• Facilitate communication among patients, providers, labs, and internal teams.
• Manage and track routine genetic test orders with timely follow-up.
• Contact insurance to determine eligibility, benefits, and authorization requirements.
• Maintain knowledge of major insurance policies for genetic testing.
• Follow up on authorizations and denials; coordinate peer-to-peer reviews.
• Route patient inquiries and assist with timely communication and follow-up.
• Document referrals, authorizations, and certification numbers in EPIC.
• Initiate charge anticipation calculations and identify anticipated patient self-pay responsibilities.
• Coordinate with the clinical team to obtain necessary documentation for testing.
• Communicate anticipated co-pays and refer patients to Financial Counselors as needed.
• Provide administrative support to the genetics team, including scheduling.
• Assist patients in coordinating appointments for genetic services.
• Other department duties may be assigned.

Skills

Bachelors in Business Admin

Healthcare Administration

Related field

Education

Bachelor’s degree in Business Administration or Healthcare Administration

Associate degree + 2 years related experience

High school diploma + 4 years related experience

Job description

Welcome! We’re excited you’re considering an opportunity with us! Below, you’ll find other important information about this position.

Minimum Qualifications

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

• Bachelor’s degree in business administration, Healthcare Administration or related field
• OR Associate’s degree AND two (2) years of experience directly related to the duties and responsibilities specified
• OR High school diploma or equivalent AND (4) years of experience directly related to the duties and responsibilities specified.

Preferred Qualifications

EDUCATION, CERTIFICATION, EXPERIENCE, AND/OR LICENSURE:

• Bachelor’s degree in business administration, Healthcare Administration or related field

Experience

• One (1) year of administrative or clinical support experience in Genetics.

CORE DUTIES AND RESPONSIBILITIES:

• Assist in the management of patient records, clinical documentation, and genetic test orders, ensuring accurate processing, tracking, and coordination across ordering, specimen collection, and results reporting.
• Facilitate communication between patients, healthcare providers, laboratory partners, and internal teams to ensure timely and accurate coordination of genetic services.
• Manage and track all routine genetic test orders, ensuring timely follow-up and completion with internal and external parties.
• Contact insurance companies to determine eligibility, benefits, and authorization requirements for requested genetic testing.
• Maintain current knowledge of major insurance policies, practices, and requirements related to genetic testing and associated procedures.
• Perform follow-up on authorization and denial management issues through written communication, phone calls, and coordination of peer-to-peer reviews between physicians.
• Route patient inquiries to the appropriate departments, providers, or external partners and assist with facilitating timely communication and follow-up.
• Document referrals, authorizations, and certification numbers in the EPIC system.
• Initiate charge anticipation calculations and accurately identify anticipated patient self-pay responsibilities.
• Facilitate coordination with the clinical team to ensure all required documentation, authorizations, consents, and supporting materials needed for genetic testing are obtained and completed in a timely manner.
• Communicate anticipated co-payments, deductibles, co-insurance, and account balances to patients, and refer patients with limited or exhausted benefits to Financial Counselors as appropriate.
• Provide administrative and clerical assistance to the genetics team, including scheduling and organizing patient appointments.
• Assist patients in coordinating appointments and genetic services needed related to testing or other needs.
• Other department specific duties may be assigned.

PHYSICAL REQUIREMENTS:

• Ability to sit for long periods of time.
• Ability to lift, push or pull 10-15 pound.

WORKING ENVIRONMENT:

• Standard office environment.

Skills & Abilities

• Excellent oral and written communication skills.
• Excellent customer service and telephone etiquette.
• Must have reading and comprehension ability.

Scheduled Weekly Hours:

40

Shift:

United States of America (Non-Exempt)

Company

WVUH West Virginia University Hospitals

Cost Center

8239 UHA CH Pediatrics Specialties

Address

1 Medical Center Drive

Morgantown

West Virginia

Equal Opportunity Employer

West Virginia University Health System and its subsidiaries (collectively "WVUHS") is an equal opportunity employer and complies with all applicable federal, state, and local fair employment practices laws. WVUHS strictly prohibits and does not tolerate discrimination against employees, applicants, or any other covered persons because of race, color, religion, creed, national origin or ancestry, ethnicity, sex (including gender, pregnancy, sexual orientation, and gender identity), age, physical or mental disability, citizenship, past, current, or prospective service in the uniformed services, genetic information, or any other characteristic protected under applicable federal, state, or local law. All WVUHS employees, other workers, and representatives are prohibited from engaging in unlawful discrimination. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, training, promotion, discipline, compensation, benefits, and termination of employment.