Role Description
We are seeking a dynamic, highly organized, and self-motivated individual to join our team as a Clinical and Pharmacy Administrative Coordinator. In this role, you will provide essential support to our Infusion Clinic and Retail Specialty Pharmacy, collaborating closely with leadership, medical staff, patients, and external partners to ensure seamless, efficient operations and exceptional patient experiences.
Serving as the right hand to clinic leadership, you will provide comprehensive personal assistant and administrative support to both our Infusion Clinic and Pharmacy. The role will include assisting with organizing patient schedules, managing medical records, handling prior authorizations, and supporting billing processes. Your efforts will directly contribute to maintaining smooth daily operations, helping to deliver high-quality care to our patients.
This position is ideal for someone who thrives in a collaborative healthcare environment, possesses strong attention to detail, and is proactive in problem-solving. We're looking for a candidate who demonstrates professionalism, empathy, and discretion in all aspects of their work, while maintaining the highest standards of service and support.
Company Description
IVCare Infusion and PrimeCare Pharmacy are a locally owned healthcare clinic and pharmacy group proudly serving Sumner County since 2012 with our second location opening in Nashville in June 2025. We provide a personalized alternative to large healthcare systems and chain drugstores, specializing in infusion medications, injectables, and pharmacy services delivered with warmth, efficiency, and professionalism. At IVCare and PrimeCare, we are committed to the total health of our patients and pride ourselves on being a friendly, community-centered healthcare provider offering fast, high-quality care and a refreshing alternative to the large healthcare system and typical chain experience.
IVCare Infusion offers competitive wages, benefits, professional growth opportunities, and a positive work environment where employees are treated like family with empathy and respect. The company values investing in their employees' success and well-being, empowering them to be the best they can be and provide exceptional service to clients.
Job Responsibilities
Act as a trusted administrative assistant to Clinic and Pharmacy leadership, helping administrative tasks, handle correspondences, and provide day-to-day support to ensure smooth operations and contributing to new initiatives and opportunities as they arise.
Prepare, organize, and manage medical records, charts, and general office paperwork in a timely and efficient manner.
Assist with referral intake, scheduling, and follow-up for patient appointments and referrals to ensure seamless patient care. Collect and verify insurance information from patients and assist in determining coverage options.
Collaborate with the marketing team in business development activities, and assist in coordinating with referral sources as needed.
Maintain the overall appearance and cleanliness of the Clinic and Pharmacy to provide a welcoming and professional environment.
Ensure patient comfort and facilitate a smooth transition between clinical and administrative processes for a seamless patient experience.
Complete and submit prior authorizations for treatments and medications in a timely manner.
Communicate directly with insurance companies to follow up on pending authorizations and resolve delays or issues as needed.
Maintain well-organized logs of authorization statuses and denial management, related documents, and correspondence to ensure compliance and efficiency.
Support the medical billing team with claims preparation, submissions, and follow-ups to ensure accurate and timely billing.
Assist in troubleshooting denials and gathering necessary documentation for appeal processes and resubmissions to resolve issues promptly.
Assist with the daily operations of the retail pharmacy, including paperwork management, patient communications, and customer support.
Support coordination of medication pickups, ensuring that patient needs are met with high-quality customer service.
Qualifications
1+ years of experience in a pharmacy, healthcare, clinic or medical office setting is required.
Prior experience administrative, personal assistant, or office coordination roles highly desirable.
Familiarity and experience with insurance verification, prior authorizations, and general billing or revenue cycle processes is a strong plus.
Proficient in Microsoft Office Suite (Word, Excel, Outlook) and comfortable learning clinic-specific software (EHR/Pharmacy systems).
Excellent organizational skills with strong attention to detail and accuracy.
Strong verbal and written communication skills; professional and empathetic in patient and partner interactions.
Ability to manage multiple priorities in a fast-paced healthcare environment.
High level of discretion, integrity, and professionalism when handling sensitive information.
Self-motivated team player with a proactive approach to problem-solving.
Willingness to learn and adapt in a growing, mission-driven organization.
Benefits
Competitive salary commensurate with experience
Performance-driven commission opportunities
Potential for career advancement in clinical and business development fields
A collaborative and supportive team culture
401(k) plan
Comprehensive health, dental, vision, and life insurance coverage
Paid Time Off (PTO)