Lead Medical Assistantclinical Workflow Coordinator

Position: LEAD MEDICAL ASSISTANT CLINICAL WORKFLOW COORDINATOR
Location: New York

Benefits:

• Competitive salary

Position Overview

We are seeking an experienced and highly organized Lead Medical Assistant / Clinical Workflow Coordinator to take ownership of clinical workflow and back‑office operations. This role is essential for ensuring timely labs, refill requests, prior authorizations, and all paperwork are completed accurately and efficiently, so providers can focus on patient care. Spanish speaking is preferred.

The ideal candidate is proactive, detail‑oriented, and comfortable taking charge of clinical processes, staff coordination, and patient communication.

Key Responsibilities Clinical Workflow & Lab Management

• Own daily lab workflow: review, track, and prepare labs for provider signature
• Call or message patients with lab results per protocol
• Ensure follow‑up and documentation is complete

Paperwork & Forms

• Manage all disability, FMLA, school/work, and home health forms
• Track form completion and ensure timely provider signatures
• Coordinate with front desk for intake and return of forms

Refills & Prior Authorizations

• Process routine refill requests according to standing protocols
• Initiate prior authorizations for medications, CT scans, and MRIs
• Prepare all necessary documentation for provider review and approval

Team & Workflow Coordination

• Assign and track tasks among other MAs and staff to ensure smooth daily operations
• Act as point person for clinical communications between provider, staff, and patients
• Identify bottlenecks or workflow issues and implement solutions

Qualifications

• 2+ years experience as a Medical Assistant in a family practice or primary care setting
• Strong organizational skills and attention to detail
• Comfortable managing labs, refill requests, and paperwork independently
• Excellent communication and interpersonal skills
• Experience with EHRs, patient portals, and insurance systems preferred
• Ability to take initiative and follow through

Preferred Traits

• Proactive, assertive, and solutions‑focused
• Can prioritize tasks and manage multiple workflows simultaneously
• Strong sense of accountability for completing tasks on time

Compensation & Benefits

• Competitive pay based on experience
• Opportunities for growth into broader clinic operations

Daily Task Checklist (for clarity) Clinical / Labs

• Review incoming labs and flag abnormal results
• Prepare labs for provider review/signature
• Follow up with patients on lab results

Paperwork

• Intake and track disability/FMLA/school/home health forms
• Ensure provider signature and return to patient

Refills / PAs

• Process refill requests per protocol
• Initiate prior authorizations for meds or imaging

Workflow Coordination

• Track staff tasks and follow up on completion
• Route patient messages and urgent clinical issues
• Identify and resolve workflow bottlenecks

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