Medical Office Assistant

Job Title: Pain Management Clinical Coordinator

Location: ECPC Pain Specialists, 2430 Emerald Place, Ste. 103. Greenville, NC 27834

Department: Clinical OperationsReports To: Practice Manager Status: Non-ExemptEmployment Type: Full-Time

Position Summary:

The Pain Management Medical Office Assistant serves a dual clinical and administrative role within the practice, supporting patient care, insurance authorization processes, and procedural readiness. This position is responsible for performing medical assisting functions, obtaining prior authorizations, and ensuring all patient prerequisites are completed prior to scheduling interventional pain procedures, including Radiofrequency Ablation (RFA) and Spinal Cord Stimulator (SCS) trials.

This role also provides cross-functional support to front desk operations, scheduling, and referral coordination as needed to ensure efficient clinic workflow and continuity of patient care.

Essential Job Responsibilities:

Medical Assisting & Clinical Support:

●Prepare patients for examination by obtaining and documenting vital signs, medical history updates, medication reconciliation, allergies, and chief complaints.

●Assist providers during office visits and procedures as appropriate.

●Prepare and maintain exam rooms and clinical areas, ensuring proper stocking of supplies.

●Accurately document patient information and communications within the electronic medical record (EMR).

●Provide patient education and procedural instructions as directed by providers.

●Facilitate communication between patients and providers regarding care plans and procedural requirements.

Insurance Authorizations & Procedure Coordination:

●Obtain and manage prior authorizations for procedures, diagnostic testing, medications, and treatments as required by insurance carriers.

●Coordinate procedural readiness for Radiofrequency Ablation (RFA) and Spinal Cord Stimulator (SCS) trials.

●Review insurance requirements and ensure all prerequisites are completed before scheduling procedures, including but not limited to:

• Diagnostic injections/blocks
• Required imaging and medical documentation
• Conservative treatment documentation
• Psychological evaluations (when applicable for SCS)
• Insurance authorization approvals
• Provider documentation and supporting records

●Maintain tracking systems for pending authorizations, approvals, denials, appeals, and required documentation.

●Communicate effectively with insurance companies, patients, providers, and outside facilities to prevent delays in care.

●Escalate authorization or scheduling barriers to leadership/provider teams when necessary.

Scheduling, Referrals & Administrative Support:

●Provide backup support for front desk operations as needed.

●Assist with patient scheduling, procedure scheduling, and appointment coordination.

●Support referral intake and outgoing referral processes.

●Assist with insurance verification and patient demographic updates.

●Answer incoming phone calls and assist patients with scheduling and general inquiries.

●Maintain professionalism and excellent customer service in all patient interactions.

Qualifications:

Required:

●High school diploma or equivalent.

●Minimum of 1–2 years of medical office experience.

●Working knowledge of medical terminology, insurance processes, and patient care workflows.

●Strong organizational skills and attention to detail.

●Ability to manage multiple priorities in a fast-paced clinical setting.

●Strong written and verbal communication skills.

●Experience with electronic medical records (EMR/EHR).

Preferred:

●Medical Assistant certification (CMA, RMA, CCMA, or equivalent).

●Previous experience in pain management, interventional medicine, orthopedics, neurology, neurosurgery, or spine care.

●Prior experience obtaining insurance authorizations and coordinating specialty procedures.

ECAA is an equal opportunity employer and does not discriminate against any applicant or employee on the basis of age, race, color, religion, sex, national origin, genetic information, disability, or other legally protected status.  This policy extends to all terms, conditions, and privileges of employment, as well as the use of the Company's facilities and participation in all activities sponsored by the Company.