Front Office Authorization Specialist Operations Support (32297)

Operations Support Coordinator

Position Summary

The Operations Support Coordinator serves as a key member of the radiation oncology team, responsible primarily for coordinating insurance authorizations, supporting front office operations, and assisting with back office administrative functions. This role ensures timely patient access to care, improves operational efficiency, and provides seamless communication between patients, providers, and insurance carriers.

Key Responsibilities

Authorization Management

• Obtain prior authorizations for consultations, simulations, treatment planning, radiation therapy, imaging, and other services.

• Monitor authorization status and ensure approvals are received before scheduled services.

• Communicate with insurance carriers regarding clinical documentation and authorization requirements.

• Track expiration dates and authorization units to prevent treatment delays.

• Work closely with providers and clinical staff to resolve authorization issues.

Front Office Support

• Greet and check in patients.

• New patient scheduling consultations, follow-up appointments, simulations, and treatments.

• Verify insurance eligibility and patient demographics.

• Collect required documentation and forms.

• Answer phones and coordinate communication with patients and referring offices.

Back Office Support

• Assist with referrals and medical records requests.

• Maintain accurate patient records in the EMR.

• Support treatment scheduling and workflow coordination.

• Assist with departmental reporting and administrative projects.

• Collaborate with billing and clinical teams to address patient and insurance concerns.

Chart Preparation and Medical Records

• Prepare patient charts for consultation, simulation, and treatment planning appointments.

• Ensure all required documentation, referrals, pathology reports, imaging, and physician records are received and available prior to patient visits.

• Review charts for completeness and identify missing information.

• Upload and organize records within the electronic medical record (EMR).

• Communicate with referring offices to obtain necessary clinical documentation.

Business Justification

The Operations Support Coordinator position will:

• Reduce treatment delays caused by authorization barriers.

• Improve patient satisfaction through a single point of contact.

• Increase operational efficiency by cross-training front and back office functions.

• Support revenue cycle performance by ensuring services are authorized and documented appropriately.

• Provide greater scheduling flexibility and coverage during staff absences.

• Enhance collaboration between clinical, administrative, and billing teams.

Suggested Pay Grade Rationale

This position combines responsibilities typically performed by:

• Front Desk Coordinator

• Authorization Specialist

• Administrative Assistant

Because it encompasses multiple operational functions and directly impacts patient access and revenue capture, it should be classified above a traditional receptionist position and in line with a specialist/coordinator-level role.

Ability to apply a common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving occasional, last-minute changes in generally standardized situations