Biopsy Coordinator

Description:

Job Summary:

The Dermatology Biopsy Coordinator is responsible for managing the complete biopsy workflow to ensure accurate, timely, and compliant handling of tissue specimens, pathology reporting, physician communication, and patient follow-up. This role serves as a central liaison between providers, pathology labs, medical assistants, and patients to support continuity of care and ensure timely diagnosis and treatment planning.

ESSENTIAL RESPONSIBILITIES

Biopsy & Specimen Management

• Verify biopsy requisitions are completed accurately, including lesion description, anatomical location, clinical history, and ICD-10 codes.
• Ensure specimens are properly labeled and packaged according to CLIA and lab requirements.
• Coordinate daily specimen pickup or courier transfer to designated pathology labs.
• Maintain biopsy logs and tracking spreadsheets to ensure no specimens or results are missed.

Pathology Result Tracking & Follow-Up

• Monitor lab portals daily for pending and completed pathology results.
• Review incoming results for completeness and route to the ordering provider promptly.
• Track turnaround time and escalate delays to the appropriate lab or provider.
• Ensure patient notification is completed within required timeframes based on result severity and clinic protocol.

Patient Communication

• Contact patients to communicate benign results per provider guidelines and document conversations in the EMR.
• Schedule follow-up visits, excisions, Mohs, SRT consults, or treatment visits based on provider recommendations.
• Provide clear instructions related to treatment plans, wound care, or next steps.

Documentation & Compliance

• Accurately document biopsy tracking, notification attempts, patient communication, appointments, and care plans in the EMR.
• Maintain HIPAA compliance and patient confidentiality at all times.
• Assist in quality assurance audits related to biopsy tracking and pathology follow-up.

Collaboration & Support

• Work closely with medical assistants to ensure documentation accuracy at the time of biopsy.
• Coordinate with pathology representatives to resolve specimen questions, billing issues, or unusual case requests.
• Provide provider support for any missing data, unclear pathology, or urgent results requiring expedited patient outreach.

Requirements:

QUALIFICATIONS

Education & Experience

• High school diploma or equivalent required.
• Medical Assistant certification or relevant clinical office experience strongly preferred.
• Prior dermatology, oncology, or pathology experience is a plus.
• Proficiency in EMR workflow (EMA preferred) and lab portal systems.

Knowledge, Skills & Abilities

• Strong attention to detail and accuracy in documentation.
• Excellent verbal communication and patient service skills.
• Ability to prioritize time-sensitive tasks and manage multiple cases at once.
• Working knowledge of common dermatology terminology, biopsy types, and basic ICD-10 coding (preferred, not required).

PHYSICAL REQUIREMENTS

• Ability to sit, stand, and walk for extended periods.
• Ability to lift up to 20 lbs.
• Vision and hearing sufficient to interact with patients and perform documentation tasks.

PERFORMANCE METRICS / KPIs

• Biopsy tracking completion and reconciliation accuracy.
• Timeliness of result routing and patient notification.
• Compliance with clinic follow-up protocols.
• Patient satisfaction and provider feedback.

WORK ENVIRONMENT

This role is performed in a clinical office environment with direct and indirect patient interaction.