Bilingual Prior Authorization & Procedure Scheduling Coordinator

Busy Interventional Pain Management Clinic

We are seeking a highly organized, proactive, and detail-oriented
Prior Authorization & Procedure Scheduling Coordinator
to support a fast-paced interventional pain management practice. This position is responsible for coordinating the entire procedure scheduling process—from obtaining insurance authorization through scheduling the patient, facility, anesthesia, and necessary vendors.

The ideal candidate is an excellent communicator who can manage multiple cases simultaneously, follow up consistently, and ensure procedures move efficiently from physician order to completion.

• Obtain prior authorizations for interventional pain management procedures.
• Verify insurance benefits, eligibility, authorization requirements, and procedure coverage.
• Submit clinical documentation, procedure codes, diagnosis codes, and supporting records to insurance carriers.
• Track pending authorizations and follow up consistently until a determination is received.
• Communicate authorization approvals, denials, and additional documentation requirements to the appropriate clinical team.
• Assist with coordinating peer-to-peer reviews and appeals when necessary.
• Maintain accurate documentation of authorization status in the EMR/practice management system.
• Identify authorization issues early to prevent unnecessary procedure delays or cancellations.

• Schedule pain management procedures ordered by providers, including injections, ablations, spinal cord stimulator procedures, peripheral nerve stimulation procedures, and other interventional procedures.
• Contact patients promptly to coordinate procedure dates and provide scheduling information.
• Ensure all necessary authorization and documentation requirements are completed prior to the procedure.
• Maintain and manage physician procedure schedules to maximize efficiency and appropriate utilization.
• Monitor upcoming procedures and proactively resolve scheduling conflicts or outstanding requirements.

• Coordinate procedure scheduling with hospitals, ambulatory surgery centers, and other facilities.
• Submit required scheduling forms, orders, authorizations, demographics, insurance information, and supporting documentation.
• Confirm procedure dates, times, locations, and facility requirements.
• Maintain strong communication with facility scheduling departments to prevent delays or missing information.

• Coordinate anesthesia coverage for procedures when required.
• Communicate procedure schedules and any changes with anesthesia teams.
• Confirm anesthesia availability prior to finalizing applicable cases.
• Ensure required patient and procedure information is provided to the anesthesia team.

• Coordinate with medical device representatives and vendors for procedures requiring specialized equipment or support.
• Notify representatives of scheduled cases and confirm their availability.
• Ensure appropriate equipment, implants, supplies, and representatives are available for the scheduled procedure.
• Communicate schedule changes or cancellations promptly.

• Provide patients with clear information regarding procedure date, time, location, and required preparation.
• Communicate insurance authorization status when appropriate.
• Answer scheduling questions and help patients navigate the procedure process.
• Reschedule canceled or postponed procedures promptly.
• Maintain professional and compassionate communication with patients throughout the scheduling process.

The coordinator should maintain an organized and up-to-date procedure pipeline that clearly identifies:

• Procedures awaiting authorization
• Authorizations pending…