Air Medical Fixed Wing Flight Coordinator

Company Description

Atlas Air Ambulance is a trusted provider of fixed-wing air ambulance services, specializing in delivering life-saving medical transport solutions. Based in Jacksonville, FL, our mission is to provide safe, efficient, and compassionate service for patients requiring critical care during air travel. With a dedicated team of professionals and state-of-the-art aircraft, we are committed to ensuring the highest standards of safety and care during each mission. Our team takes pride in serving communities with reliability and excellence.

Role Description

Atlas Air Ambulance is seeking a Fixed Wing Flight Coordinator to support the coordination and growth of fixed-wing air medical transports. This role is responsible for managing transport requests from initial inquiry through mission completion, ensuring efficient operational planning, strong customer communication, and timely payer authorization.

The Flight Coordinator plays a key role in capturing transport volume by providing accurate quotes, coordinating with hospitals and case managers, securing insurance pre-authorizations, and obtaining Single Case Agreements (SCA) when required.

This position reports to the VP of Fixed Wing Operations and works closely in collaboration with Director of Clinical Operations, Communications Center, hospitals, case managers, insurance providers, vetted industry fixed wing partners and international assistance companies to ensure safe, compliant, and financially viable transport operations.

Previous experience in air ambulance coordination or healthcare transport operations is preferred.

Key Responsibilities

Transport Intake & Mission Coordination

• Serve as the primary point of contact for fixed-wing transport requests.
• Coordinate air ambulance missions from initial inquiry through completion of the transport.
• Work directly with hospitals, case managers, discharge planners, medical assistance companies, and families to coordinate patient transports.
• Maintain real-time communication operations personnel throughout trip planning.
• Ensure all mission details are documented accurately within operational systems.

Quoting & Customer Communication

• Prepare and provide accurate transport quotes for domestic and international air ambulance missions.
• Explain transport services, logistics, and pricing to hospitals, case managers, and families.
• Follow up on all pending quotes to maximize mission capture and conversion.
• Maintain professional communication with customers throughout the quoting and planning process.

Insurance Authorizations & Financial Coordination

• Submit pre-authorization requests to insurance companies for air ambulance transports when applicable.
• Coordinate with payers to obtain required approvals prior to transport whenever possible.
• Secure Single Case Agreements (SCA) for out-of-network transports when necessary.
• Obtain Letters of Medical Necessity and required clinical documentation to support authorization submissions.
• Ensure LOA, ABN, and payment requirements are completed prior to dispatch when applicable.
• Coordinate with operational and clinical teams to ensure proper documentation for reimbursement.

Flight Planning & Operational Coordination

• Coordinate with dispatch and operations staff to ensure aircraft availability and proper flight planning.
• Assist with routing, scheduling, and operational logistics for fixed-wing missions.
• Ensure compliance with FAA Part 135 operational requirements, including duty time limitations.
• Utilize operational tools for scheduling, flight following, and mission documentation.

International Flight Coordination

• Assist when applicable, with international mission planning.
• Serve as a coordination point for international repatriation transports when applicable.

Regulatory & Compliance Responsibilities

• Ensure coordination processes align with FAA regulations, and Atlas Air Ambulance policies.
• Maintain accurate documentation related to mission planning, insurance authorizations, and customer communications.
• Remain current on industry trends and regulatory changes affecting air ambulance operations.

Collaboration & Operational Improvement

• Work closely with the Communications Center, VP of Fixed Wing Operations, Director of Clinical Operations and leadership team to improve coordination processes and operational efficiency.
• Participate in periodic reviews of quoting processes and transport conversion metrics.
• Provide operational feedback to leadership to support growth of the fixed-wing program.

Qualifications

• Prior experience preferred in air ambulance coordination, medical transport logistics, healthcare transfer centers, insurance or aviation operations.
• Experience working with insurance authorization processes and healthcare payers.
• Knowledge and experience in Flights, Flight Planning, and Aircraft operations.
• Strong Customer Service and Communication skills to effectively liaise with clients, crews, and medical teams.
• Excellent communication and customer service skills.
• Excellent organizational skills and the ability to manage multiple tasks and priorities.
• Proficiency in using flight management systems or similar tools is preferred.
• Ability to quickly respond and adapt to dynamic situations in a high-pressure, fast moving environment.
• High school diploma or equivalent; additional education or certifications in aviation operations is a plus.