Workers’ Compensation Coordinator

Warren Clinic, Inc.; Tulsa (OK); On-site; USD 38,000 - 56,000; Full time

Job summary

Warren Clinic, Inc. in Tulsa, OK seeks a Workers' Compensation Coordinator to manage pre-visit workers' comp cases, acting as liaison among patients, employers, case managers, and providers to ensure timely authorization, scheduling, and documentation.

Responsibilities include obtaining insurance details, coordinating authorizations for evaluations and therapy, and maintaining EMR case records with HIPAA compliance.

Qualifications

• Minimum 2 years experience in case management, medical billing, medical office administration, or workers' compensation coordination.
• High school diploma or GED; associate degree preferred.
• Knowledge of EMR systems and medical scheduling software.

Responsibilities

• Coordinates workers' compensation cases from initial referral through pre-visit services.
• Schedules first appointments and assists patients with follow‑up appointment coordination.
• Obtains and verifies workers' compensation insurance information, claim details, and employer information.
• Communicates with workers' compensation adjusters, nurse case managers, employers, and providers.
• Secures authorizations and approvals for evaluations, treatments, procedures, imaging, and therapy.
• Requests, tracks, and distributes medical records, work status reports, physician notes, and other required documentation for pre‑visit approval.
• Ensures providers complete all required workers' compensation forms and reports accurately and promptly.
• Maintains accurate and up‑to‑date case information within the EMR system.
• Follows up on missing information, denied authorizations, or outstanding documentation requests for pre‑visit preparation.
• Maintains confidentiality and compliance with HIPAA and workers' compensation regulations.

Skills

Microsoft 365

Workers' comp processes

Insurance verification

Authorizations

EMR systems

Scheduling software

Organizational skills

Interpersonal skills

Communication skills

Detail-oriented

Problem solving

Follow-up

Education

High school diploma or GED

Associate degree preferred

Tools

EMR systems

Medical scheduling software

Job description

This position is ECB status - requires a minimum number of worked hours per month as needed by the department; limited benefit offerings.

Job Summary

The Workers' Compensation Coordinator is responsible for coordinating all aspects of pre-visit workers' compensation cases for patients within the practice. This role serves as a liaison between patients, providers, employers, workers' compensation case managers, and providers to ensure timely authorization, scheduling, documentation, and claim processing.

Minimum Education

High school diploma or GED. Associate's degree, preferred.

Licensure, Registration and/or Certification

None.

Work Experience

Minimum 2 years experience in case management, medical billing, medical office administration, or workers' compensation coordination.

Knowledge, Skills, and Abilities

• Knowledge of Microsoft 365 and other applicable software.
• Knowledge of workers' compensation processes, insurance verification, authorizations, and medical terminology.
• Sound knowledge of third-party billing coordination and claims processing.
• Knowledge of Electronic Medical Record (EMR) systems and medical scheduling software.
• Strong organizational skills with the ability to manage multiple cases and deadlines simultaneously.
• Effective interpersonal skills.
• Excellent communication skills, both written and verbal that present clear and concise information.
• Detail-oriented with strong problem-solving and follow‑up abilities.

Essential Functions and Responsibilities

• Coordinates workers' compensation cases from initial referral through pre-visit services.
• Schedules first appointments and assists patients with follow‑up appointment coordination.
• Obtains and verifies workers' compensation insurance information, claim details, and employer information.
• Communicates with workers' compensation adjusters, nurse case managers, employers, and providers.
• Secures authorizations and approvals for evaluations, treatments, procedures, imaging, and therapy.
• Requests, tracks, and distributes medical records, work status reports, physician notes, and other required documentation for pre‑visit approval.
• Ensures providers complete all required workers' compensation forms and reports accurately and promptly.
• Maintains accurate and up‑to‑date case information within the electronic medical record (EMR) system.
• Follows up on missing information, denied authorizations, or outstanding documentation requests for pre‑visit preparation.
• Maintains confidentiality and compliance with the Health Insurance Portability and Accountability Act (HIPAA) and workers' compensation regulations.

Decision Making

Independent judgment in planning sequence of operations and making minor decisions in a complex technical or professional field.

Working Relationships

Works directly with patients and/or customers. Works with internal and/or external customers via telephone or face to face interaction. Works with other healthcare professionals and staff. Works frequently with individuals at Director level or above.

Special Job Dimensions

None.

Supplemental Information

This document generally describes the essential functions of the job and the physical demands required to perform the job. This compilation of essential functions and physical demands is not all inclusive nor does it prohibit the assignment of additional duties.

Orthopedics - TBJ Admin - Warren Clinic Location: Tulsa, Oklahoma 74146

EOE Protected Veterans/Disability

Saint Francis is a Catholic, not-for-profit Health system based in Tulsa, Oklahoma. We are the largest private employer in Eastern Oklahoma with over 12,000 employees, including 1,000 physicians. The health system is anchored by the 1,112-bed Saint Francis Hospital, the largest hospital in Oklahoma and the 11th largest in the nation. Our system also includes hospitals in south Tulsa, Muskogee and Vinita, as well as 110 Warren Clinic locations from Monkey Island to McAlester, northeastern Oklahoma's only children's hospital, a level IV neonatal intensive care unit, a 168-bed heart hospital, and Tulsa's leading trauma and emergency center.