Biopsy Coordinator

Description

The Dermatology Biopsy Coordinator is responsible for managing the complete biopsy workflow to ensure accurate, timely, and compliant handling of tissue specimens, pathology reporting, physician communication, and patient follow‑up. This role serves as a central liaison between providers, pathology labs, medical assistants, and patients to support continuity of care and ensure timely diagnosis and treatment planning.

• Verify biopsy requisitions are completed accurately, including lesion description, anatomical location, clinical history, and ICD‑10 codes.
• Ensure specimens are properly labeled and packaged according to CLIA and lab requirements.
• Coordinate daily specimen pickup or courier transfer to designated pathology labs.
• Maintain biopsy logs and tracking spreadsheets to ensure no specimens or results are missed.

• Monitor lab portals daily for pending and completed pathology results.
• Review incoming results for completeness and route to the ordering provider promptly.
• Track turnaround time and escalated delays to the appropriate lab or provider.
• Ensure patient notification is completed within required time frames based on result severity and clinic protocol.

• Contact patients to communicate benign results per provider guidelines and document conversations in the EMR.
• Schedule follow‑up visits, excisions, Mohs, SRT consults, or treatment visits based on provider recommendations.
• Provide clear instructions related to treatment plans, wound care, or next steps.

• Accurately document biopsy tracking, notification attempts, patient communication, appointments, and care plans in the EMR.
• Maintain HIPAA compliance and patient confidentiality at all times.
• Assist in quality assurance audits related to biopsy tracking and pathology follow‑up.

• Work closely with medical assistants to ensure documentation accuracy at the time of biopsy.
• Coordinate with pathology representatives to resolve specimen questions, billing issues, or unusual case requests.
• Provide provider support for any missing data, unclear pathology, or urgent results requiring expedited patient outreach.

• High school diploma or equivalent required.
• Medical Assistant certification or relevant clinical office experience strongly preferred.
• Prior dermatology, oncology, or pathology experience is a plus.
• Proficiency in EMR workflow (EMA preferred) and lab portal systems.

• Strong attention to detail and accuracy in documentation.
• Excellent verbal communication and patient service skills.
• Ability to prioritize time‑sensitive tasks and manage multiple cases at once.
• Working knowledge of common dermatology terminology, biopsy types, and basic ICD‑10 coding (preferred, not required).

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 20 lbs.
• Vision and hearing sufficient to interact with patients and perform documentation tasks.

• Biopsy tracking completion and reconciliation accuracy.
• Timeliness of result routing and patient notification.
• Compliance with clinic follow‑up protocols.
• Patient satisfaction and provider feedback.

This role is performed in a clinical office environment with direct and indirect patient interaction.