Specialty Services Coordinator

Job description

Position Summary
The Specialty Services Coordinator oversees the daily operations of specialty care services (e.g., chiropractic, podiatry, dental, psychiatric, optometry), with flexibility to support future specialty areas.
Responsibilities
• Manage day-to-day operations across all specialty services.
• Ensuring departmental KPI metrics are met (e.g., productivity, visit volume, patient flow).
• Optimize workflows for efficiency and high-quality patient care.
• Ensure timely and accurate documentation to support billing and coding compliance.
• Monitor provider productivity; support staff in meeting performance targets.
• Oversee management of prior authorizations to avoid delays in care.
• Resolve scheduling, workflow, or access issues; support frontline staff when needed.
• Implement and oversee internal referral workflows; ensure closed-loop communication.
• Coordinate referrals, scheduling, and follow-ups across specialty services to support seamless patient transitions.
• Develop and implement outreach and marketing strategies to promote specialty services and increase referrals.
• Support completion and follow-up of End of Care (EOC) documentation.
• Coordinate staffing, training, and daily coverage across departments.
• Reviews Athena and staff schedules and collaborates with the SDPM, PSC and Scheduling Specialist to ensure sufficient staffing, while managing PTO, call outs, tardiness, opening/closing schedules.
• Support provider onboarding, credentialing, and performance reviews in partnership with HR and the CMO.
• Collaborate with the Director of Clinical Operations on quality improvement initiatives.
• Track and manage no-show rates, cancellations, and appointment utilization.
• Run and analyze performance and workflow reports to identify improvement opportunities.
• Partner with billing, compliance, and QA teams to ensure appropriate coding, documentation, and regulatory compliance.
• Resolve patient concerns and help create a positive care experience.
• Ensure availability of required medical equipment and supplies; Collaborates with the Director of Nursing (DON) to oversee proper sterilization of all tools and equipment in accordance with infection control standards and organizational policies.
• Serve as the liaison for external specialty partners and vendors.
• Ensure departmental compliance with internal policies and external regulations.
• Ensure staff are working their bucket management queues in accordance with policy.
• Complete and review Patient Access Representative’s (PAR/AMA) staff scorecards regularly to monitor and support performance.
• Act as a communication bridge between providers, admin teams, leadership, and other key departments.

Education/Experience/Licensure
• Associates Degree in related field is required.
• Two to three years’ experience working in healthcare setting is required.
• Two to three years’ experience with EMR in a healthcare setting is preferred.
• Proficient in professional writing, spelling, punctuation and communications skills is required.
• Professional verbal and written communication skills is required.
• Proficiency in Microsoft Office 365 is required.

Benefits
• Medical, Dental, Vision and Life Insurance
• Flexible Spending Accounts with Medical and Dependent Care
• Voluntary Life Insurance
• 401(k) Salary Deferral and Match
• Paid Time Off
• Paid Holidays
• Employee Assistance Program
• Employee Discounts
• Employee Referral Program