Caseloads & KPIs: How Biologic Coordinators Can Use Metrics to Improve Access

Sep 2, 2025

Caseloads & KPIs: How Biologic Coordinators Can Use Metrics to Improve Access

By Brianna Pepin

Biologic coordinators play a key role in ensuring patients start and stay on their prescribed treatments—but how do you measure your impact? Tracking caseloads, prior authorization outcomes, and key performance indicators (KPIs) not only demonstrates the value of your work, it helps you identify inefficiencies and improve patient care. In this blog, we’ll look at what metrics matter most and how you can use them to advocate for better workflows—and even more support.

Define Your Caseload

Start by identifying how many active patients you’re managing. That includes patients in any stage of the process—from those awaiting insurance approval to those already receiving their biologic. A simple monthly count of active patients helps you understand your baseline. From there, track trends: Are your numbers growing? Are more patients getting stuck in one stage than another? Caseload data helps you balance your time and makes it easier to advocate for help when the workload increases.

Track Time-to-Treatment Metrics

Time from prescription to medication start is one of the most important KPIs for biologic access. Track this by recording the date of prescription and the date the patient receives their first shipment or injection. If delays are common, break it down: How long is prior authorization taking? How long does it take for patients to complete paperwork or enroll in support programs? These metrics show where you can make improvements—or where payer roadblocks need to be addressed.

Monitor Approval and Denial Rates

What percentage of your PAs are approved on the first submission? How many require appeals or peer-to-peer reviews? Monitoring these trends helps you identify whether specific payers, providers, or medications are consistently more difficult to approve. Over time, you can build a data-backed case to adjust prescribing habits, enhance documentation, or request formulary exceptions.

Keep an Eye on Abandonment Rates

Sometimes patients never make it to the first dose—not because of denial, but because the process is too long or overwhelming. Track the number of patients who stop the process after being prescribed a biologic. This can help you flag patients who need extra follow-up and provide the evidence you need to push for earlier intervention, better education, or more support staff.

Use Dashboards or Spreadsheets

You don’t need complex software to track your data. Even a simple spreadsheet can give you a clear picture of trends. Create columns for prescription date, authorization date, approval status, medication start date, payer, and specialty pharmacy. Over time, this will allow you to generate averages, spot delays, and create reports that leadership can understand.

Advocate Using Data

Whether you’re asking for another coordinator, requesting changes to EMR templates, or proposing an internal workflow change, data gives your argument power. Present your caseload, time-to-treatment metrics, and denial rates to show that current processes aren’t just frustrating—they’re impacting patient care. Your work makes a difference every day, and metrics help make that visible to others.

Summary

Metrics aren’t about micromanagement—they’re about visibility and improvement. When you know your numbers, you can do your job more effectively, advocate for your patients, and push for systemic improvements that benefit everyone. Start small, stay consistent, and let your data tell the story of your impact as a biologic coordinator.

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At BC Educators, we are dedicated to empowering biologic coordinators, healthcare professionals, and patient advocates with the education, tools, and resources needed to optimize patient care. From expert-led webinars to hands-on training, we provide comprehensive support to help you navigate the ever-evolving landscape of specialty medications and prior authorizations.