Special Procedures Coordinator

cwpnonproviders; Pensacola (FL); On-site; USD 38,000 - 52,000; Full time

Job summary

cwpnonproviders is seeking a Special Procedures Coordinator to ensure authorization, scheduling and coordination of Special Procedures. You will liaise with device representatives, patients, providers and internal staff to ensure timely and compliant care.

The role requires coordinating pre-procedure requirements, maintaining detailed patient records, and ensuring accurate documentation of medical necessity. The incumbent will support education and cross-functional communication across teams.

Qualifications

• Requires high school diploma or equivalent.
• Two years of related prior authorization experience.
• Proficient with Internet & MS Office (Word, Excel, PowerPoint, Outlook).
• Excellent written and oral communication skills.

Responsibilities

• Handle authorization, scheduling and coordination of Special Procedures.
• Maintain organized records and patient spreadsheets.
• Coordinate pre-procedure requirements (clearances, tests).
• Educate patients, staff and providers on Special Procedures.
• Obtain insurance policy clarity and medical necessity information.
• Schedule procedures with device representatives and providers.
• Ensure accurate documentation in patient charts.
• Produce reports as directed.
• Maintain prompt communication via work email.
• Complete trainings and in-services.

Skills

Prior authorization

Microsoft Office

Communication skills

Attention to detail

Teamwork

Education

High School Diploma or equivalent

Tools

EMR systems

Medical Coding software

Job description

The Special Procedures Coordinator will be responsible for ensuring authorization, scheduling and coordinating of Special Procedures. This will include liaising with Device representatives, other outside organizations, patients, providers, and internal staff.

Essential Duties and Responsibilities

• Performs job in accordance with Company mission, vision and goal.
• Exercises confidentiality in all areas, abiding by HIPAA rules and regulations.
• Maintains an organized and detailed spreadsheet of all patients who are being considered and have completed Special Procedures.
• Contacts patients to ensure they are properly informed of pre-procedure requirements (i.e.: medical clearance, psych clearance, etc.).
• Coordinates all required pre-procedure requirements to include, but not limited to, psych clearance, pre-op tests, and cardiac clearance as indicated.
• Helps educate patients, staff and providers on issues related to Special Procedures.
• Responsible for understanding insurance policy as it relates to ordered procedures
• Responsible for obtaining authorization and scheduling of all related Special Procedures as ordered and assigned.
• Reviews patient chart notes after Special Procedures has been initiated to ensure clarity of documentation.
• Responsible for coordinating procedure scheduling with device representatives of various companies.
• Communicates with providers to obtain clarity on medical chart notes, as it pertains to Special Procedures.
• Reviews patient chart notes to ensure proper information is documented regarding medical necessity.
• Develops, maintains, and provides reports, as directed.
• Checks work e-mail on a regular basis throughout the workday.
• Participate in and complete all required trainings and in-services.
• Other duties as assigned.

Minimum Qualifications

• High School Diploma, or equivalent.
• Two (2) years of related prior authorization experience and/or training.
• Must have knowledge of Internet and Microsoft Office software (MS Word, MS Excel, MS PowerPoint, MS Outlook).
• Must have excellent written and oral communication skills.
• Must be able to work individually as well as within a team.
• Must be able to multi-task and prioritize.
• Must demonstrate extreme attention to detail.
• Must possess strong organization skills.
• Must be able to perform calculations, problem solve and use reasoning.
• Must have knowledge of medical practices and medical terminology.
• Must be able to meet predefined production and quality standards.
• All staff are expected to have a strong desire to provide excellent customer service; to comply with the rules and regulations of those organizations to which we are accountable; to have high ethical and professional standards of conduct; and to have an attitude of wanting to continuously improve their own professional performance.

Preferred Qualifications

• Two (2) years of prior experience working with an Electronic Medical Record (EMR).
• Three (3) years of experience in a medical practice.
• Two (2) years of prior experience in procedure scheduling
• Medical Coding experience

Driving/Travel

The employee must have reliable transportation. While the primary workplace may be closest to the employee’s home, work assignments could be in any of the Company’s locations.