Health Unit Coordinator Urgent Care

InterMed, P.A.; South Portland (ME); On-site; USD 36,000 - 52,000; Full time

Job summary

InterMed, P.A. in Scarborough Downs area seeks a Health Unit Coordinator to provide administrative support for clinicians and Providers. The role emphasizes multitasking, excellent customer service, and strong communication with patients, providers, and vendors.

Responsibilities include scheduling routine and surgical appointments, managing referrals, maintaining patient charts, and ensuring HIPAA compliance. Prior experience in a medical office and EMR systems is preferred.

Qualifications

• High School Diploma or equivalent required.
• Previous work experience in a medical office or healthcare setting preferred.
• Proficient in Windows-based systems and Microsoft Office Suite applications, including Word, Excel, Outlook, and PowerPoint.
• Previous electronic medical record experience preferred.
• Detail-oriented with strong analytical and organizational skills.
• Excellent professional judgment and decision-making ability.
• Able to work both collaboratively and independently to achieve goals.
• Demonstrates the ability to prioritize and manage multiple tasks with a high degree of accuracy.
• Professional written and verbal communications skills.
• Ability and willingness to provide excellent customer service to patients, InterMed colleagues and vendors.

Responsibilities

• Answer incoming telephone calls to the pod as back up to the clinical team.
• Schedule patients for all routine appointments, follow-ups, and ancillary appointments via the portal and/or phone.
• Schedule and authorize all surgical procedures in eCW Provider Schedules, and SIS (if applicable) and communicate all booking requests to the appropriate facility.
• Schedule all pre-op and post‑op appointments and coordinate clinic and OR block schedules at InterMed and NLMH.
• Obtain completed booking forms, signed consents, pre‑certifications, and prior authorizations as required.
• Communicate special instruments and/or equipment needed for each scheduled surgery.
• Complete forms necessary for patient appointments including printing, assembling, and mailing patient packets and sending questionnaires electronically to patients.
• Assist with manual faxing and scanning of urgent paperwork as needed.
• Monitor and prioritize encounters and actions from pod administrative bucket.
• Monitor automated confirmations calls, update EMR and follow up with patients who have not yet confirmed their visits.
• Prepare, generate, and mail patient letters, including no-show notifications, unable-to-reach letters, overdue reminders, out-of-work/school documentation, and lab results for patients not enrolled in the patient portal.
• Create and maintain accurate, up-to-date patient charts to support clinical workflows and documentation compliance.
• Coordinate and manage incoming referrals, ensuring timely processing and appropriate follow-up.
• Troubleshooting of telehealth visits with physicians and patients
• Obtain outside records as needed (hospital notes, labs, imaging, new patient records, etc.) and communicate directly with HIM
• Reschedule patients for providers out of the office (vacation, sick days, OB, etc.)
• Check patients out as capacity allows and follow up with any patient who did not check out from their appointment if necessary.
• Print specimen labels, AWVs, and visit summaries and coordinate the timely faxing of clinical notes to external specialists.
• Maintains strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and InterMed policies.
• Perform other duties to support the mission, vision and values of InterMed.

Skills

Multitasking

Customer service

Communication

Detail-oriented

Professional judgment

Teamwork

Independent work

Confidentiality

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

EMR systems (eCW)

Job description

Join our exciting new location at Scarborough Downs! We’re hiring now for an anticipated January 2027 start date.
The Health Unit Coordinator (HUC) is responsible for administrative and clerical support for clinical colleagues and Providers. This position requires multitasking, excellent customer service, and communication skills with providers, patients, and vendors.

CORE RESPONSIBILITIES:

• Answer incoming telephone calls to the pod as back up to the clinical team.
• Schedule patients for all routine appointments, follow-ups, and ancillary appointments via the portal and/or phone.
• Schedule and authorize all surgical procedures in eCW Provider Schedules, and SIS (if applicable) and communicate all booking requests to the appropriate facility.
• Schedule all pre-op and post‑op appointments and is responsible for coordination and finalization of the clinic and OR block schedules at InterMed and NLMH.
• Obtain completed booking forms, signed consents, pre‑certifications, and prior authorizations as required. Ensure correct information has been received by each applicable surgery center prior to the scheduled surgery date.
• Communicate special instruments and/or equipment needed for each scheduled surgery.
• Complete forms necessary for patient appointments including printing, assembling, and mailing patient packets and sending questionnaires electronically to patients.
• Assist with manual faxing and scanning of urgent paperwork as needed.
• Monitor and prioritize encounters and actions from pod administrative bucket.
• Monitor automated confirmations calls, update EMR and follow up with patients who have not yet confirmed their visits.
• Prepare, generate, and mail patient letters, including no‑show notifications, unable‑to‑reach letters, overdue reminders, out‑of‑work/school documentation, and lab results for patients not enrolled in the patient portal.
• Create and maintain accurate, up‑to‑date patient charts to support clinical workflows and documentation compliance.
• Coordinate and manage incoming referrals, ensuring timely processing and appropriate follow‑up.
• Troubleshooting of telehealth visits with physicians and patients
• Obtain outside records as needed (hospital notes, labs, imaging, new patient records, etc.) and communicate directly with HIM
• Reschedule patients for providers out of the office (vacation, sick days, OB, etc.)
• Check patients out as capacity allows and follow up with any patient who did not check out from their appointment if necessary.
• Print specimen labels, AWVs, and visit summaries and coordinate the timely faxing of clinical notes to external specialists.
• Maintains strict confidentiality in alignment with HIPAA (Health Insurance Portability and Accountability) guidelines and InterMed policies.
• Perform other duties to support the mission, vision and values of InterMed.

MISSION AND VALUES:

• Follows InterMed’s mission to provide patient‑centered primary care, putting the patient first to deliver high quality, high value care.
• Provide the highest quality care to our patients with a level of service that exceeds their expectations.
• Maintain a positive attitude and always treat our patients and each other with dignity and respect.
• Insist on honesty and integrity from each other and our business partners.
• Make teamwork a core component of our relationships between physicians, colleagues, and patients.
• Embrace change to better serve our patients.
• Use business practices that feature individual accountability and group responsibility to ensure delivery of high value healthcare.
• Have fun as we carry out our mission to serve.

KNOWLEDGE, SKILLS, AND ABILITIES:

Education:

• High School Diploma or equivalent required

Experience:

• Previous work experience in a medical office or healthcare setting preferred
• Proficient in Windows-based systems and Microsoft Office Suite applications, including Word, Excel, Outlook, and PowerPoint.
• Previous electronic medical record experience preferred
• Detail‑oriented with strong analytical and organizational skills.
• Excellent professional judgment and decision‑making ability
• Able to work both collaboratively and independently to achieve goals.
• Demonstrates the ability to prioritize and manage multiple tasks with a high degree of accuracy.
• Professional written and verbal communications skills
• Ability and willingness to provide excellent customer service to patients, InterMed colleagues and vendors

The estimated compensation range is the budgeted amount for this position. Final offers are based on various factors, including skill set, experience, location, qualifications, and other job‑related reasons. Certain positions may be eligible for incentive compensation plans above and beyond base compensation.

EQUAL EMPLOYER OPPORTUNITY STATEMENT:
InterMed is an equal opportunity workplace and prohibits discrimination or harassment of any kind. We recruit, employ, train, compensate, and promote without regard to race, religion, creed, color, national origin, age, gender, gender identity and/or expression, sexual orientation, marital status, disability, veteran status, or any other basis protected by applicable federal, state or local law.

DISCLAIMER:
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position. Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice.

Qualifications

Education

Required

High School or better.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.