Position Summary

The Clinical Administrator serves as the primary coordinator for patient clinical follow-up and treatment readiness. This role ensures that all required medical clearances, pathology reports, referrals, and clinical documentation are obtained, reviewed, and communicated in a timely manner to support safe, efficient, and high-quality patient care. The Clinical Administrator works closely with surgeons, clinical staff, referring providers, pathology laboratories, and patients to remove barriers to treatment. The primary goal of this position is to proactively move patients through the treatment process and ensure they are medically cleared, informed, and scheduled for their recommended surgical care as quickly and efficiently as possible.

Essential Responsibilities

Medical Clearance Coordination

• Obtain and track pre-operative medical clearances for surgical patients.
• Communicate with primary care physicians, specialists, and healthcare facilities to request required documentation.
• Monitor outstanding clearances and follow up until all required information is received.
• Review incoming documentation for completeness and notify providers of missing information.
• Ensure all clearances are uploaded into the electronic health record prior to surgery.
• Partner with the scheduling team to notify them immediately when a patient is cleared and ready to be scheduled.

Pathology Management

• Track all pathology specimens submitted from surgical procedures.
• Monitor pathology reports to ensure timely receipt.
• Notify surgeons promptly of abnormal or urgent pathology findings.
• Coordinate communication of pathology results to patients as directed by the surgeon.
• Schedule or facilitate appropriate follow-up appointments based on pathology results and surgeon recommendations.
• Maintain accurate pathology logs and ensure appropriate documentation within the patient record.

Patient Care Coordination

• Serve as the primary point of contact for patients with outstanding clinical requirements.
• Contact patients promptly regarding medical clearances, referrals, laboratory work, or additional information needed before treatment.
• Work collaboratively with referring offices, physicians, and specialists to minimize delays in patient care.
• Proactively identify and resolve barriers that may prevent patients from moving forward with treatment.
• Coordinate with scheduling staff to ensure patients are contacted and placed on the surgical schedule as soon as clinical requirements are met.
• Monitor pending cases daily to reduce delays and improve case conversion from consultation to surgery.

Key Performance Expectations

• Patients are actively followed from consultation through surgery without unnecessary delays.
• Medical clearances and pathology follow-up are completed in a timely manner.
• Patients are scheduled promptly once clinically appropriate.
• Outstanding clinical tasks are proactively managed and resolved.
• Strong communication is maintained with patients, surgeons, referring providers, and internal team members.
• Accurate and timely documentation is maintained in the electronic health record.

Requirements for Hire

Education

• Medical Assistant degree required.
• Associate's degree in healthcare administration, medical assisting, nursing, or a related field preferred.

Experience

• Minimum of two (2) years of experience in a medical, dental, or surgical practice required.
• Experience in Oral & Maxillofacial Surgery, periodontics, ENT, plastic surgery, or another surgical specialty preferred.
• Experience obtaining medical clearances, coordinating referrals, insurance authorizations, or managing patient care coordination strongly preferred.
• Experience working with electronic health records (EHR/EMR) required.

Knowledge

• Working knowledge of medical terminology, anatomy, and common medical conditions.
• Understanding of pre-operative medical clearance requirements and surgical workflows.
• Familiarity with pathology reports and the importance of timely follow-up.
• Knowledge of HIPAA regulations and patient confidentiality requirements.
• Understanding of OSHA and infection control standards applicable to a healthcare setting.

Pay: From $20.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off

Work Location: In person