Biopsy Coordinator

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.

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.