PCP Care Care Coordinator Saint Petersburg, FL · Part time Company website

Apply for Care Coordinator

PCP Care specializes in providing personalized geriatric care. There are no rushed appointment, and a physician is always reachable. We provide around the clock care with same-day visits, telemedicine, and after-hours support when you need help most. PCP Care is a small practice where we believe in giving patients the focused care and relationship they deserve. You can find more information at www.pcp.care.

POSITION SUMMARY

We are seeking a dedicated, detail-oriented, and compassionate Care Coordinator with 5 or more years of experience in a medical office setting to join our team. This role is the connective tissue of our practice — ensuring that every referral, authorization, imaging order, and specialist consultation is handled with precision, timeliness, and genuine care for our patients.

The ideal candidate is someone who takes personal ownership of patient follow-through, communicates warmly and professionally with patients, specialist offices, imaging facilities, and insurance plans, and is deeply committed to making sure nothing falls through the cracks. Reliability, friendliness, and a patient-first mindset are just as important to us as technical skill.

KEY RESPONSIBILITIES

Authorizations & Referrals

• Request and obtain prior authorizations from a wide range of health plans and insurance carriers in a timely and accurate manner
• Process referrals for specialist consultations, imaging studies, and procedures, ensuring all required clinical documentation is included
• Track authorization statuses and proactively follow up to prevent delays in patient care
• Communicate authorization approvals, denials, or pending statuses clearly to the physician and clinical team

Care Coordination & Scheduling

• Coordinate the scheduling of imaging studies, specialist consultations, and in-office or outpatient procedures on behalf of patients, including day, time, and location logistics
• Communicate appointment details to patients clearly and compassionately, providing any necessary preparation instructions
• Serve as the primary point of contact for patients navigating referrals and outside care, ensuring they feel informed and supported throughout the process
• Maintain an organized, up-to-date tracking system for all outstanding referrals, authorizations, and pending results

Follow-Up & Results Management

• Diligently follow up on outstanding imaging results, specialist consultation notes, and procedure reports
• Route received results and notes to the patient's physician in a timely manner, flagging anything urgent for immediate attention
• Document all communications, results, and follow-up activity accurately in the Electronic Medical Records (EMR) system
• Ensure the physician has a complete and current picture of all outstanding and returned outside care for each patient

Communication & Relationships

• Communicate professionally, warmly, and patiently with patients, caregivers, specialist office staff, imaging center staff, and insurance representatives
• Serve as a reliable liaison between the practice and outside facilities, building positive working relationships that support efficient patient care
• Handle sensitive patient information with strict adherence to HIPAA regulations and all confidentiality standards

REQUIRED QUALIFICATIONS

• Minimum 5 years of experience in a care coordination, referral coordination, or medical office administrative role
• Demonstrated expertise in requesting and managing prior authorizations across multiple health plans (commercial, Medicare, Medicaid, and managed care)
• Proven experience processing referrals and coordinating outside care including imaging, specialist visits, and procedures
• Strong follow-up skills with a track record of timely results retrieval and physician notification
• Proficiency with Electronic Medical Records (EMR) systems (e.g., Epic, Athena, eClinicalWorks, or similar)
• Exceptional organizational skills with the ability to manage a high volume of active referrals and authorizations simultaneously
• Outstanding interpersonal and communication skills — warm, professional, and patient in all interactions
• Ability to work independently, prioritize effectively, and take personal accountability for patient outcomes
• Strict adherence to HIPAA and patient privacy requirements

PREFERRED QUALIFICATIONS

• Experience in internal medicine, primary care, or geriatric practice settings
• Familiarity with ICD-10 codes and medical terminology
• Knowledge of Medicare and Medicaid authorization requirements and workflows
• Experience using insurance portals and online authorization platforms (e.g., Availity, NaviNet, or similar)

KEY COMPETENCIES FOR SUCCESS

✓ Compassionate Communication

✓ Attention to Detail

✓ Reliability & Follow-Through

✓ Organizational Excellence

✓ Patient Advocacy

✓ Team Collaboration

✓ Problem-Solving

✓ Professional Diplomacy

WORK ENVIRONMENT

This is an in-person role in a medical office setting. The Care Coordinator works closely with the physician, nursing staff, and front desk team to ensure seamless transitions of care for our patients. The position requires sustained focus, strong multitasking ability, and the interpersonal warmth to represent our practice with professionalism and compassion in every external interaction. A genuine dedication to patient care is the foundation of everything we do — and we are looking for someone who shares that commitment.