Medical Assistant (Certified)- Order Management Coordinator (w/ Hybrid Option)- (Full Time)

About North Country Healthcare (NCH):

North Country Healthcare is a non-profit affiliation of four medical facilities, Androscoggin Valley Hospital, North Country Home Health & Hospice Agency, Upper Connecticut Valley Hospital, and Weeks Medical Center, located in the White Mountains Region of New Hampshire. NCH includes numerous physicians and medical providers at multiple locations. This leading comprehensive healthcare network which employs hundreds of highly-trained individuals delivers integrated patient care through three community hospitals, specialty clinics, and home health and hospice services. NCH remains committed to the health and well-being of the communities we serve. As a leader in a management position this role emphasizes advancing High-Reliability Organization (HRO) principles, embedding a culture of safety, accountability, and consistent high performance.

POSITION SUMMARY:

The Medical Assistant – Order Management Coordinator is a systemwide role responsible for the administrative oversight and coordination of the Medication Administration order lifecycle to support clinical operations, authorization readiness, billing integrity, and audit compliance. This role does not make clinical determinations but ensures that provider orders are properly obtained, tracked, documented, and attached at the correct account level prior to date of service. The position serves as a key liaison between clinical departments, Pharmacy, Patient Access, Authorization teams, and Health Information Management to ensure orders are complete, timely, and accessible to support patient care and revenue cycle performance.

ESSENTIAL QUALIFICATIONS

Education:

• High school diploma or equivalent. Completion of an accredited Medical Assistant program. Certification: Current certification as a Certified Medical Assistant (CMA) from a recognized certifying body (e.g., AAMA, AMT, NCCT, NHA).

Licensure:

• Association* accredited course in Basic Life Support (BLS) (for clinical staff), or Heartsaver CPR AED (for nonclinical staff), and renewal on a regular basis, with up to a three-month grace period after the expiration date.

Skills:

• Strong organizational and tracking skills with attention to detail
  • Ability to manage high volumes of documentation and multiple work queues
  • Clear communication skills for working with both clinical and non-clinical teams
  • Understanding of scope boundaries and ability to escalate clinical questions appropriately
  • Proficiency in EHR systems and document scanning/indexing workflows
  • Working knowledge of prior authorization and order documentation requirements preferred

Work Experience:

• Minimum of 1-2 years of experience in a clinical setting preferred. Experience in a medical office environment is an advantage.
• Experience with order management, scheduling, referrals, or prior authorization workflows preferred
  • Experience working across departments or facilities preferred

ESSENTIAL FUNCTIONS:

1. Receive, track, and manage incoming provider orders across assigned departments and facilities.
2. Ensure orders are scanned and indexed to the correct account level prior to the date of service.
3. Monitor order status and proactively identify missing, incomplete, or expiring orders.
4. Obtain updated, corrected, or renewed orders from provider offices when required.
5. Coordinate with Patient Access and Authorization teams to ensure required documentation is available to initiate authorization requests.
6. Work with Health Information Management to ensure documentation is properly linked and accessible in the medical record.
7. Support standardization of order management workflows across facilities.
8. Serve as a liaison between clinical departments, Patient Access, Authorization teams, and HIM to resolve order-related workflow issues.
9. Reduce clerical and administrative burden currently placed on clinical staff related to order tracking and follow up.
10. Escalate clinical questions or discrepancies to licensed clinical staff; does not make clinical determinations.
11. Support audit readiness by ensuring required orders are present, legible, and appropriately linked to the patient account.
12. Participate in process improvement initiatives related to order lifecycle management and documentation workflows.

NON-ESSENTIAL FUNCTIONS

Performs additional duties as assigned. Adheres to facility Values, Service Excellence and Standards of Excellence.