Medical Coordinator

Pinehurst Surgical Clinic, PA; Pinehurst, Northern (NC, KY); Hybrid; USD 38,000 - 52,000; Full time

Job summary

Pinehurst Surgical Clinic, PA is seeking a Direct Hire Medical Coordinator to manage patient access, appointment scheduling, and insurance verification in a multi-specialty clinic.

The role supports accurate patient registration, care coordination, and compliant billing while enhancing front-end workflow efficiency and adherence to clinic policies.

Qualifications

• High school diploma or equivalent; associate degree preferred.
• Minimum 1–2 years of experience in a medical office, patient registration, or referral coordination preferred.
• Demonstrated knowledge of insurance verification and authorization requirements.
• Proficiency in EMR systems, patient portals, and office communication tools.
• Strong organizational skills with attention to detail.
• Clear and professional verbal and written communication skills.

Responsibilities

• Answer incoming calls using approved scripting and route clinical inquiries per clinic policy.
• Escalate urgent requests and return non-urgent calls within one business day.
• Register new patients and verify demographic and insurance information.
• Provide appointment instructions and pre-visit guidance.
• Maintain accurate message documentation and communication logs.
• Assess insurance requirements, verify eligibility and benefits prior to scheduling.
• Complete pre-certifications and communicate with insurance carriers as required.
• Coordinate with financial counselors regarding patient financial responsibility.
• Enter and track provider orders to completion.
• Monitor pending test results and notify staff of delays.
• Coordinate follow-up appointments and services as needed.
• Process referrals according to clinic and department policies.
• Process incoming and outgoing faxes and manage documentation logs.
• Communicate provider schedule changes appropriately.
• Support standardized workflows and departmental performance goals.

Skills

Strong organizational skills

Verbal & written communication

Patient-centered care

Attention to detail

Discretion

HIPAA compliance

Education

High school diploma or equivalent

Associate degree preferred

Tools

EMR systems

Patient portals

Office communication tools

Job description

Description

JOB SUMMARY

The Direct Hire Medical Coordinator is responsible for patient access, appointment scheduling, referral coordination, insurance verification, and administrative workflow support within a multi-specialty clinic. This role ensures accurate patient registration, insurance processing, and care coordination to support provider productivity, regulatory compliance, and operational efficiency.

As a direct hire team member, the Medical Coordinator reinforces standardized scheduling practices, documentation accuracy, and consistent front-end workflow performance across the department.

RESPONSIBILITIES

Patient Access & Communication

• Answer incoming calls using approved scripting and route clinical inquiries per clinic policy
• Escalate urgent requests immediately and return non-urgent calls within one business day
• Register new patients and verify demographic and insurance information
• Provide appointment instructions and pre-visit guidance
• Maintain accurate message documentation and communication logs

Insurance Verification & Referral Coordination

• Assess insurance requirements, including referral needs and contracted carrier participation
• Verify eligibility and benefits prior to scheduling
• Complete pre-certifications and communication with insurance carriers as required
• Coordinate with financial counselors regarding patient financial responsibility
• Ensure accurate documentation to support compliant billing practices

Order Management & Care Coordination

• Enter and track provider orders to completion
• Monitor pending test results and notify appropriate staff of delays
• Coordinate follow-up appointments and services as needed
• Process referrals according to clinic and department policies

Administrative & Operational Support

• Process incoming and outgoing faxes and manage documentation logs
• Communicate the providers' schedule changes appropriately
• Perform general administrative duties to support clinic efficiency
• Support standardized workflows and departmental performance goals

CHARACTERISTICS

• Professional, courteous and patient centered
• Strong organizational and multitasking abilities
• Maintains composure in high-volume environments
• Exercises sound judgment and discretion
• Reliable and accountable for workflow accuracy
• Committed to confidentiality and HIPAA compliance
• Proactive and solution-oriented with a team mindset

Requirements

QUALIFICATIONS

• High school diploma or equivalent; associate degree preferred
• Minimum of 1-2 years of experience in a medical office, patient registration, or referral coordination preferred
• Demonstrated knowledge of insurance verification and authorization requirements
• Proficiency in EMR systems, patient portals, and office communication tools
• Strong organizational skills with attention to detail
• Clear and professional verbal and written communication skills

PHYSICAL REQUIREMENTS

• Sitting: Frequently
• Standing: Occasionally
• Walking: Occasionally