Dialysis Coordinator

JOB SUMMARY

The Dialysis Coordinator serves as the primary liaison between Pinehurst Surgical Clinic (PSC) Vascular Surgery providers, dialysis centers, hospitals, nephrologists, patients, and ancillary healthcare providers. This position coordinates all aspects of dialysis access care, including referrals, evaluations, procedures, follow-up care, and ongoing communication to ensure timely and effective treatment of patients requiring hemodialysis access management.

The Dialysis Coordinator plays a critical role in facilitating continuity of care, optimizing patient outcomes, reducing delays in treatment, and supporting the operational efficiency of the Vascular Department.

RESPONSIBILITIES

Patient Care Coordination

• Coordinate care for patients requiring dialysis access procedures, including arteriovenous (AV) fistulas, AV grafts, tunneled dialysis catheters, fistulograms, angioplasties, thrombectomies, and related vascular interventions. 
• Receive, review, and process referrals from dialysis centers, nephrology practices, hospitals, and other providers. 
• Schedule patient consultations, diagnostic testing, office visits, and surgical or interventional procedures. 
• Maintain tracking systems for all dialysis access patients to ensure timely follow-up and intervention. 
• Monitor pending referrals, procedure authorizations, and scheduling requests to prevent delays in patient care. 
• Facilitate urgent and emergent access procedures as directed by vascular physicians and APP’s

Communication and Liaison Functions

• Serve as the primary point of contact for dialysis centers regarding patient access concerns and procedure scheduling. 
• Communicate regularly with nephrologists, dialysis nurses, and referring providers. 
• Coordinate patient transitions by notifying the providers if a patient is in the hospital to initiate the patients' care for dialysis access placement. 
• Communicate procedure outcomes, treatment plans, and follow-up recommendations to referring providers and dialysis facilities. 
• Respond promptly to inquiries regarding dialysis access status, scheduling, and patient care needs. 

Procedure and Referral Management

• Coordinate referrals and documentation for vascular access evaluations and interventions. 
• Obtain and review relevant medical records, imaging reports, laboratory results, and dialysis center documentation. 
• Assist with obtaining prior authorizations and insurance approvals as needed. 
• Ensure all required documentation is completed and available before patient appointments and procedures. 
• Track procedure outcomes and maintain records of access interventions. 

Patient Education

• Educate patients regarding dialysis access procedures, pre-procedure instructions, post-procedure care, and follow-up requirements. 
• Reinforce physician instructions and assist patients in understanding treatment plans. 
• Address patient questions and concerns within scope of practice. 

Quality and Compliance

• Maintain accurate and timely documentation in the electronic medical record (EMR). 
• Ensure compliance with PSC policies, HIPAA regulations, AAAHC standards, and applicable federal and state regulations. 
• Participate in quality improvement initiatives related to dialysis access outcomes and patient satisfaction. 
• Assist with data collection, reporting, and performance improvement activities. 
• Monitor and report trends related to dialysis access complications, delays, and patient outcomes. 

Administrative Responsibilities

• Maintain dialysis center contact lists and referral relationships. 
• Generate reports and track key performance indicators related to dialysis access services. 
• Attend department meetings and multidisciplinary care coordination meetings as required. 
• Assist with special projects and other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent interpersonal and communication skills. 
• Ability to coordinate care among multiple providers and facilities. 
• Strong organizational skills and attention to detail. 
• Ability to prioritize multiple tasks in a fast-paced environment. 
• Knowledge of medical terminology and vascular surgery procedures. 
• Ability to maintain confidentiality and professionalism. 
• Strong problem-solving and critical-thinking skills. 
• Ability to work independently while maintaining effective collaboration with      physicians and staff. 

REQUIRED QUALIFICATIONS

• High school diploma or equivalent required. 
• Associate degree in healthcare, nursing, medical assisting, or related field preferred. 
• Minimum of three (3) years of healthcare experience in vascular surgery, nephrology, dialysis, care coordination, case management, or a related specialty. 
• Strong knowledge of dialysis access procedures and terminology preferred. 
• Experience working with electronic medical records (EMR). 
• Proficiency in Microsoft Office applications. 

PREFERRED QUALIFICATIONS

• Certified Medical Assistant (CMA), Licensed Practical Nurse (LPN), Registered Nurse (RN), or equivalent clinical credential preferred. 
• Previous experience working directly with dialysis centers or vascular access programs. 
• Experience with insurance authorization and referral management processes. 

PHYSICAL REQUIREMENTS

• Frequent sitting, standing, walking, and computer use. 
• Occasional lifting of up to 25 pounds. 
• Ability to communicate effectively in person and by telephone. 
• Ability to navigate clinical and administrative work areas.