Workers Compensation & Revenue Cycle Coordinator

Position Summary

CityDoc Urgent Care is seeking a highly organized, detail-oriented, and proactive Workers' Compensation & Revenue Cycle Coordinator to support the daily operations of our Workers' Compensation program while providing administrative, revenue cycle, and project coordination support to the Revenue Optimization Manager and practice leadership.

This position serves as a primary point of contact for employers, insurance adjusters, patients, and clinical staff regarding Workers' Compensation cases, ensuring timely communication, accurate documentation, and efficient coordination of services. In addition to Workers' Compensation responsibilities, this role supports revenue cycle initiatives, billing follow-up, reporting, and special projects designed to improve operational efficiency and financial performance.

The ideal candidate has previous healthcare administration experience, familiarity with medical billing, revenue cycle operations, or Workers' Compensation processes, and the ability to manage multiple priorities in a fast-paced healthcare environment.

Essential Duties & Responsibilities

- Workers' Compensation Coordination

- Oversee the day-to-day coordination of Workers' Compensation cases, serving as a primary point of contact for employers, insurance adjusters, nurse case managers, patients, and clinic staff.

- Coordinate patient referrals, appointments, work status documentation, and communication between clinical providers and external stakeholders.

- Ensure timely completion, accuracy, and submission of required Workers' Compensation forms, reports, and supporting medical documentation.

- Monitor active Workers' Compensation cases and follow up on outstanding claims, missing documentation, denials, and requests for additional information.

- Coordinate referrals for physical therapy, diagnostic imaging, specialist consultations, and other services, ensuring appropriate follow-up.

- Maintain professional relationships with employer accounts and assist with occupational medicine service inquiries and account needs.

- Collaborate with clinical staff and billing teams to identify and resolve Workers' Compensation-related concerns, documentation deficiencies, and workflow inefficiencies.

- Maintain accurate and organized records of Workers' Compensation cases, communications, referrals, and claim statuses.

- Identify opportunities to improve Workers' Compensation processes, communication, and overall service delivery.

- Revenue Cycle & Billing Support

- Provide administrative and operational support to the Revenue Optimization Manager in executing revenue cycle initiatives and billing-related projects.

- Assist with researching outstanding claims, account discrepancies, denied claims, and missing documentation to support timely resolution.

- Collaborate with internal billing teams and external partners to obtain information, coordinate follow-up, and address outstanding account issues.

- Support special revenue cycle initiatives, including patient refunds, claims reconciliation, and other assigned billing improvement projects.

- Assist with data entry, documentation gathering, account research, and tracking of revenue cycle activities.

- Maintain spreadsheets, trackers, and reports to monitor billing initiatives, outstanding claims, project milestones, and operational performance.

- Identify recurring billing or documentation issues and communicate findings to the Revenue Optimization Manager.

- Support process improvement initiatives aimed at improving billing accuracy, reducing administrative delays, and strengthening revenue cycle workflows.

- Administrative & Project Coordination

- Provide administrative and project coordination support to the Revenue Optimization Manager and practice leadership.

- Assist with organizing, tracking, and executing departmental projects and operational initiatives.

- Prepare reports, spreadsheets, presentations, and written summaries for the Revenue Optimization Manager, Practice Partners, and leadership team.

- Coordinate meetings, maintain project timelines, document action items, and follow up with responsible team members to ensure timely completion.

- Communicate professionally with clinic staff, patients, employers, vendors, insurance representatives, and external business partners.

- Maintain organized electronic records, administrative documents, and departmental tracking systems.

- Assist with developing and improving administrative workflows, reporting processes, and operational procedures.

- Support cross-departmental initiatives and additional administrative projects as assigned.

Qualifications

Required Qualifications

- Healthcare Administration Experience: Previous professional experience in healthcare administration, medical office operations, practice management, or a related healthcare administrative setting is required.

- Billing, Revenue Cycle, or Workers' Compensation Knowledge: Demonstrated familiarity or previous experience with at least one of the following areas is required:

- Medical billing and insurance claims processing

- Healthcare revenue cycle operations

- Workers' Compensation coordination, claims, or billing processes

- Work Schedule & Availability: Must be available and willing to work in person, 40 hours per week, during the established business schedule. This position is not remote or hybrid.

- Strong organizational and time-management skills, with the ability to prioritize multiple responsibilities, meet deadlines, and manage competing demands.

- Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word, including the ability to create and maintain spreadsheets, reports, and tracking documents.

- Strong written and verbal communication skills, with the ability to communicate professionally and effectively with patients, employers, insurance representatives, clinical staff, and leadership.

- Excellent attention to detail, problem-solving abilities, and commitment to accuracy in documentation and administrative processes.

- Ability to work independently, demonstrate initiative, and collaborate effectively across multiple departments.

- Understanding of patient confidentiality, HIPAA requirements, and appropriate handling of sensitive medical and financial information.

- Ability to adapt to changing priorities, learn new systems, and contribute to process improvement initiatives in a fast-paced healthcare environment.

Preferred Qualifications

- Previous experience in Workers' Compensation, occupational medicine, or urgent care administration.

- Experience working with electronic medical record (EMR/EHR) systems and medical billing or practice management software.

- Familiarity with insurance verification, claims follow-up, denial management, and reimbursement processes.

- Experience coordinating administrative projects, preparing operational reports, or supporting healthcare leadership.

- Knowledge of Texas Workers' Compensation processes, documentation requirements, and applicable billing workflows.

- Experience communicating with employers, insurance adjusters, third-party administrators, and nurse case managers.

Work Environment & Expectations

- This is a full-time, on-site position requiring 40 hours of work per week.

- The position primarily operates in a professional healthcare administrative environment.

- Must be comfortable working with computers, electronic medical records, spreadsheets, and multiple software platforms throughout the workday.

- Occasional travel between CityDoc clinic locations may be required based on operational needs.

- Must demonstrate reliability, professionalism, responsiveness, and the ability to meet established deadlines.

- Responsibilities may evolve based on departmental priorities, organizational growth, and revenue cycle initiatives.