The Care Coordinator is a vital position within our organization. This role is responsible for managing patient scheduling, ensuring an exceptional patient experience, and supporting clinic operations. The Care Coordinator works closely with clinical staff, patients, and administrative teams to ensure efficient workflows, accurate documentation, and strong communication throughout the patient’s plan of care.
Essential Duties and Responsibilities:
- Schedule new and existing patient appointments accurately in the EMR system.
- Verify and update patient demographics and insurance information at each visit.
- Collect co-pays, balances, and communicate financial responsibility clearly to patients.
- Ensure patients are properly checked in and checked out in a timely manner.
- Maintain high arrival rates by confirming appointments and reducing cancellations.
- Follow clinic processes for rescheduling, cancellations, and no-shows.
- Communicate effectively with patients regarding appointments, delays, and plan of care.
- Coordinate with clinical staff to ensure schedules are balanced and optimized.
- Track referrals and ensure timely scheduling of evaluations.
- Utilize reports (active patient, referral tracker, etc.) to manage scheduling performance.
- Assist patients with questions regarding billing, directing to billing team when appropriate.
- Maintain accurate documentation in the EMR for all patient interactions.
- Ensure compliance with company policies and payer requirements.
- Support front office workflow, including phones, emails, and patient communication.
- Participate in team meetings, trainings, and process improvements.
- Promote a positive, welcoming, and professional clinic environment.
Essential Skills and Qualifications:
- High school diploma or GED required.
- Strong communication and customer service skills.
- Previous medical front office or scheduling experience preferred.
- Experience with EMR systems (WebPT or similar preferred).
- Ability to multitask and work in a fast-paced environment.
- Strong attention to detail and accuracy.
- Basic understanding of insurance and patient financial responsibility.
- Strong organizational and time management skills.
- Positive attitude and team-oriented mindset.