MOHS and Hair Transplant Coordinator

Position Overview
We are seeking a highly organized and customer-focused individual to serve as a Mohs and Hair Transplant Coordinator. This position plays an essential role for the office by overseeing the Mohs schedule and scheduling all procedures for the Mohs surgeons as well as being responsible for the end-to-end hair patient referral process and coordinating hair consultations.

The Coordinator is the initial point of contact for the patient prior to their surgery and will obtain all the information needed and address the patient’s questions and concerns regarding their procedure. The ideal candidate will have strong communication and organizational skills as well as experience in a medical or aesthetic setting.

Key Responsibilities

Patient Coordination and Scheduling

• Mohs:

• Schedule all Mohs referrals (both internal and external) for Mohs surgeons.

• Schedule and manage all outbound referrals for coordination of care for path proven skin cancers (ex: referral to oncology for a melanoma workup, Oculoplastic for repair after Mohs, etc.).

• Review in detail the Mohs procedure and expectations while on the phone scheduling the patient.

• Must review the Mohs biopsy photo prior to scheduling the procedure to ensure that the EMA site matches with the actual site. This will also be a tool to use in determining if the patient may need to be referred out for a repair (ex: ENT or occuloplastics).

• Provide Mohs Pre-op packet containing Mohs Surgery Instructions and Mohs Information sheet to the patient via email, Klara or mail.

• Add the pertinent information to the Doctor Referral Communication Note and then assign it to providers for review.

• Review Mohs surgeon’s schedules daily for accuracy and aiming to ensure that all surgeons have a full schedule.

• Review Mohs schedule two days ahead of the appointment to ensure the following for each patient:

• Ensure that all Mohs and surgeries have an authorization in place or a notation that “No authorization is required” prior to scheduled procedures.

• The patient been notified of financial responsibility (this will be in the authorization task).

• The patient’s appointment has been confirmed.

• Review the surgical site picture and confirm the patient has been scheduled appropriately.

• Hair Restoration:

• Act as the primary point of contact for patients interested in hair transplant services.

• Manage patient inquiries, provide initial information about procedures, and schedule hair consultations.

• When scheduling consultations, ensure completion of the hair consult questionnaire, gather basic medical information (including current medications and any allergies), collect the patient’s contact information, and request pre-consult photos to have present at the time of the consult.

• Be present during in-person consultations to gather all necessary information and support dermatologist.

• Coordinate hair procedure appointments, ensuring availability of the dermatologist, surgical team, and necessary resources.

• Work closely with the dermatologist and surgeons to align schedules and provide seamless patient support.

Financial Coordination

• Provide patients with detailed cost estimates for hair consultations, procedures, and follow-ups.

• Collect payments, including deposits and full payments, for hair procedures ensuring accuracy in billing and documentation.

• Collaborate with the billing team to address patient insurance questions (if applicable) and ensure compliance with financial policies.

• Track and manage patient payments, maintaining accurate financial records.

Patient Education and Support

• Educate patients on pre- and post-operative instructions, ensuring they understand the procedure, risks, and recovery process.

• When consulting with patients, clearly explain the differences between FUT and FUE procedures and direct them to the Central Dermatology Center website for more detailed information.

• Serve as a resource for patients, addressing questions and concerns throughout their treatment journey.

• Provide empathetic, professional support to patients to ensure a positive experience.

Referral Management

• Build and maintain relationships with referring physicians, aesthetic providers, and other partners to increase patient referrals.

• Coordinate referrals, ensuring timely communication and appropriate documentation.

• Track referral sources and provide reports to the dermatologist to identify trends and opportunities for growth.

Administrative Support

• Maintain accurate and confidential patient records, including consultation notes, procedure details, and payment information.

• Prepare charts and ensure all necessary documentation is available prior to hair consultations and procedures.

• Monitor inventory levels of necessary materials and supplies for hair transplant procedures, coordinating restocking as needed.

• Send a Prior Authorization task to Surgery Authorization group for all Mohs and Surgery cases that are scheduled.

• Ensure compliance with HIPAA and other healthcare regulations.

Marketing and Outreach

• Support marketing efforts to promote hair transplant services, including creating content for patient materials or social media (if applicable).

• Represent the practice at events or meetings to generate awareness and build professional relationships.

• Establish connections with other local dermatologists, plastic surgeons, universities, and PA societies.

• Arrange meetings for dermatologist to discuss potential collaborations, particularly with medical spas in the area.

Collaboration and Teamwork

• Work collaboratively with the dermatologist, surgical team, and administrative staff to optimize patient care and workflow.

• Participate in team meetings and contribute to improving processes and patient satisfaction.

Education and Experience

• Minimum of 2 years of experience in a medical, aesthetic, or hair restoration setting.

• Experience in Dermatology or Mohs surgery preferred.

• High school diploma or higher required.

Qualifications

• Strong communication, problem-solving, and planning and organizational skills with the ability to prioritize in a fast-paced environment.

• Excellent verbal and written communication skills with a customer service-oriented approach.

• Proficiency in medical software (e.g., EMR systems) and general office software (e.g., Microsoft Office Suite).

• Ability to maintain accurate records.

• Basic knowledge of billing and payment processing in a medical setting.

• Ability to establish effective working relationships with patients, medical assistants, physicians/mid-levels, and other staff.

• Knowledge of anatomy, medical terminology, and abbreviations.

• Familiarity with hair restoration procedures is a plus but not required.

Physical Capabilities

• Ability to sit and/or stand for extended periods of time, a minimum of eight hours a day, depending on the individual’s work assignments on a daily basis.

• Ability to see, hear, speak, interact, read, write, and type sufficiently to perform the essential functions of the position.

• Must be independently mobile on all surfaces and situations depending on the individual’s works assignments on a daily basis and be able to move safely about the work area.

• Must have bilateral use of hands for repetitive fine manipulation.

• Must have the physical stamina to work at least eight hours per day.

Work Environment and Expectations

• Work is performed in a medical or administrative office environment. Work involves frequent contact with staff and the public. Work may be stressful at times. Contact may involve dealing with angry or upset people.

• Possible exposure to communicable diseases, blood and body fluids, toxic substances, medicinal preparations, and other conditions common to a physician’s office environment.

• Location: Based in Chapel Hill location.

Compensation and Benefits

• Competitive consulting rate based on experience.

• Potential performance-based incentives tied to referrals, patient satisfaction, and revenue goals.

• Access to ongoing training and professional development opportunities.

This position is critical to ensuring smooth operations for hair transplant services, delivering exceptional patient care, and driving the growth of this service line. If you are a motivated, detail-oriented individual with a passion for patient support and practice development, we encourage you to apply.

This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, knowledge, skills, abilities and working conditions may change as needs evolve.