Orthopedic Medical Assistant / Care Coordinator Position Summary
The Orthopedic Medical Assistant / Care Coordinator is responsible for providing comprehensive clinical and administrative support to an orthopedic surgeon throughout the entire continuum of patient care. This hybrid position combines traditional Medical Assistant responsibilities with surgical coordination, referral management, insurance authorization, and patient care coordination.
The ideal candidate is highly organized, clinically proficient, customer service oriented, and capable of managing multiple priorities in a fast-paced orthopedic practice. This individual serves as the primary liaison between the physician, patients, surgery facilities, hospitals, insurance companies, and ancillary providers to ensure seamless patient care.
Experience in both clinical and administrative medical office operations is strongly preferred.
Essential ResponsibilitiesClinical Support
- Prepare examination rooms and ensure appropriate supplies are available.
- Review physician schedules and prepare patient charts prior to clinic.
- Obtain and document patient vital signs, histories, medications, allergies, and chief complaints.
- Assist physicians during examinations and in-office procedures.
- Apply and remove casts, splints, braces, slings, and other orthopedic devices (training provided if applicable).
- Prepare procedure trays.
- Provide patient education regarding diagnoses, treatment plans, medications, postoperative care, and physician instructions.
- Perform wound care, dressing changes, suture/staple removal, and other delegated clinical tasks.
- Coordinate imaging and diagnostic studies.
- Maintain exam room cleanliness and infection control standards.
- Stock clinical supplies and monitor inventory.
Care Coordination
- Coordinate all aspects of patient care before, during, and after treatment.
- Serve as the primary point of contact for assigned physicians and patients.
- Answer patient questions regarding treatment plans and coordinate physician responses when necessary.
- Coordinate referrals to specialists, physical therapy, imaging centers, pain management, and ancillary providers.
- Ensure referrals are processed accurately and timely.
- Follow up on outstanding referrals and coordinate continuity of care.
- Communicate with hospitals, surgery centers, rehabilitation facilities, and home health agencies as needed.
- Assist with disability forms, work status reports, FMLA paperwork, and related documentation.
Surgery Coordination
- Schedule outpatient and inpatient surgical procedures.
- Coordinate surgery dates with physicians, facilities, anesthesia providers, and surgical representatives.
- Prepare complete surgical packets.
- Verify all required documentation is completed prior to surgery.
- Coordinate pre-operative clearances, laboratory testing, imaging, and medical consultations.
- Confirm implants, equipment, and vendor needs.
- Review surgery instructions with patients.
- Coordinate postoperative appointments.
- Address patient questions throughout the surgical process.
Insurance Authorization & Referral Management
- Obtain prior authorizations for surgeries, procedures, injections, imaging, DME, therapy, and medications.
- Monitor authorization status to prevent treatment delays.
- Ensure all required clinical documentation is submitted accurately.
- Follow payer guidelines regarding authorization requirements.
- Coordinate peer-to-peer reviews when requested.
- Maintain accurate authorization documentation within the EMR.
Patient Communication
- Serve as the primary liaison between patients and physicians.
- Respond to patient phone calls, portal messages, and emails promptly.
- Triage non-emergent patient concerns appropriately.
- Escalate urgent clinical issues to providers.
- Communicate test results and physician recommendations.
- Reinforce physician treatment plans.
- Provide exceptional customer service throughout the patient's course of care.
Administrative Responsibilities
- Document patient communications within the EMR.
- Assist with medical records requests.
- Process medication refill requests according to physician protocol.
- Complete disability, work status, and other required documentation.
- Maintain physician schedules and clinic flow.
- Assist with quality improvement initiatives.
- Participate in workflow improvements.
- Maintain HIPAA compliance.
- Perform other duties as assigned.
QualificationsRequired
- High School Diploma or equivalent
- Current Medical Assistant certification (preferred where applicable)
- Minimum two years of experience in a medical office
- Proficiency with Electronic Medical Records (EMR)
- Excellent communication and organizational skills
- Strong multitasking abilities
- Exceptional customer service skills
Preferred
- Orthopedic experience
- Surgery scheduling experience
- Insurance authorization experience
- Care coordination experience
- Knowledge of medical terminology and orthopedic procedures
- Experience with workers' compensation and personal injury cases
- Experience coordinating referrals
- Bilingual (English/Spanish) preferred
Knowledge & Skills
Successful candidates will demonstrate:
- Strong attention to detail
- Excellent organizational skills
- Ability to prioritize competing responsibilities
- Effective written and verbal communication
- Compassionate patient interaction
- Problem-solving ability
- Professional demeanor
- Ability to work independently while collaborating with physicians and staff
- Knowledge of HIPAA and patient confidentiality standards
Pay: $22.00 - $30.00 per hour
Benefits:
- 401(k)
- Health insurance
- Paid time off
Work Location: In person
