Job Description

Job Title: Patient Care Coordinator

Summary

The Patient Service Representative ensures timely and efficient patient service in accordance with departmental protocols, policies, and procedures. This role is essential in delivering a positive patient experience and supporting daily office operations.

Essential Functions and Responsibilities

To perform this job successfully, an individual must be able to carry out each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Duties may vary by practice.

• Answer incoming calls, respond to inquiries, route calls to appropriate personnel, and document messages for follow-up.

• Retrieve and manage voicemails promptly.

• Provide general information to callers, including directions, office details, and services.

• Schedule patient appointments and accurately enter details into the electronic practice management (EPM) system.

• Verify and update patient demographic and insurance information.

• Contact patients to confirm and remind them of upcoming appointments.

• Distribute new patient packets and assist with completion of forms.

• Maintain and update records for existing patients.

• Greet and assist patients, visitors, and vendors in a professional manner.

• Perform patient check-in, verify insurance eligibility, and collect copies of insurance cards.

• Enter and retrieve patient data within electronic systems.

• Process payments, maintain accurate records, and prepare transaction reports.

• Handle incoming and outgoing mail and maintain office publications.

• Conduct patient outreach activities as assigned.

• Attend meetings and participate in committees as requested.

• Complete assigned training and continuing education.

• Adhere to all company policies, including HIPAA compliance and protection of PHI.

• Follow procedures for handling cash and payments.

• Perform additional duties as assigned.

Education and Experience

• High school diploma or GED required.

• Previous experience in a medical office or customer service role preferred.

Knowledge, Skills, and Abilities

• Strong communication and interpersonal skills; ability to work with diverse populations, including individuals who may be ill or distressed.

• Ability to prepare reports and routine correspondence.

• Basic math skills (addition, subtraction, multiplication, division).

• Strong organizational skills and attention to detail.

• Ability to multitask and prioritize effectively in a fast-paced environment.

• Problem-solving and critical-thinking skills.

• Proficiency in Microsoft Office Suite, email systems, and web-based applications.

Physical Demands

• Ability to work in a fast-paced office setting.

• Prolonged periods of sitting and standing, with intermittent movement throughout the day.

• Ability to lift and carry up to 15 pounds occasionally.

• Strong visual, auditory, and manual dexterity skills.

• Ability to operate standard office equipment (computers, copiers, fax machines, phones).

• Effective communication skills for in-person, phone, and written interactions.

Work Schedule

• Monday through Friday (standard business hours)

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