Patient care coordinator (hearing clinic) job description template: duties, requirements and what to include

In the template below, a patient care coordinator sits at the front of the clinic: the first voice on the phone, the keeper of the schedule, the person who takes payments and greets walk-ins.

A Miracle-Ear Patient Care Coordinator posting for Aberdeen, SD, published October 5, 2026, described the role as the customer's first point of contact by phone and in person — a fair one-line model of the seat in any setting.

Job summary

Keep the summary to a few sentences: your setting (independent practice, ENT group, retail or franchise center), your hours, and the fact that this is the front of your clinic.

The title shows up at national chains and at independently owned centers.

Beltone's careers page lists patient care coordinators among the roles at its independently owned centers, and HearingLife, which says it operates more than 600 U.S. locations, features patient care coordinators among its team members.

Name the division of labor early.

This is an administrative hire: your licensed providers do the clinical work.

HearingLife quotes one of its own coordinators explaining that patient care coordinators are not hearing care providers, though they do simple hearing aid cleanings.

If you are still deciding whether this is the right next hire, our employer guide covers how to hire a patient care coordinator (hearing clinic) from screening through onboarding, and the career-side guide explains what a patient care coordinator (hearing clinic) does day to day.

Duties and responsibilities

List the duties you will actually assign, grouped the way the work arrives in your clinic.

The posting we read grouped them as scheduling, screening and confirming appointments through inbound and outbound calls; collecting payments; updating records; handling walk-ins and after-care; office promotions; and supporting hearing aid maintenance, cleaning and repairs.

• Answer inbound calls and place outbound calls to schedule, screen and confirm appointments.
• Greet patients in person, handle walk-ins and support patients returning for after-care.
• Collect payments and keep patient records current in your practice-management software.
• Support hearing aid maintenance, cleaning and minor repairs, if you assign those tasks.
• Support office promotions and community outreach, if your center runs them.

Be explicit about the clinical boundary.

Keep testing, fitting and dispensing with the staff who hold the credentials your state requires, and name only the clinical-adjacent tasks — such as hearing aid cleanings — that you actually assign.

If you are unsure whether a task can go to a non-licensed employee in your state, ask your state board before you post the description.

Required license, certification and education

The requirements section asks for background, not clinical credentials.

The posting we read asked for an administrative, front-office or patient care coordinator background, direct customer-support experience, comfort with inbound and outbound calling, phone etiquette, a sales mindset and computer literacy.

It named front desk receptionist, clinic coordinator and medical receptionist as good-fit backgrounds.

State the education you require in the template's education line, and leave out any credential you do not actually screen for.

License and certification lines belong on your licensed roles — your audiologists and hearing instrument specialists — so the coordinator description should say who performs the clinical work rather than suggest the coordinator performs any of it.

Preferred skills

Phone-first skills carry this seat.

Comfort with inbound and outbound calling and professional phone etiquette were explicit requirements in the posting we read, alongside computer literacy and — at a center that sells — a sales mindset.

Write the skills your schedule and pay depend on: recall and confirmation calling, payment conversations at the front desk, and fluency in the practice-management software your team already runs.

Name your own software in the posting.

Candidates screen themselves on it, and it separates applicants who have worked in a clinic front office from applicants who have not.

Schedule, pay range and benefits

Publish a schedule line.

The posting we read advertised Monday-Thursday 8am-5pm and Friday 8am-3pm — one example, not a norm; your hours are yours to set.

Publish a pay line.

There is no BLS occupation code for hearing-clinic patient care coordinators.

Benchmark with the closest available group: medical secretaries and administrative assistants (SOC 43-6013).

Their median wage in May 2025 was $41,420 a year ($19.92 an hour) in offices of physical, occupational and speech therapists and audiologists, and $45,930 across all industries.

The Aberdeen, SD Miracle-Ear posting advertised $17-$21 an hour plus a monthly incentive based on clinic performance — a single dated data point, not a market rate.

Write any incentive in the template as your own plan's terms.

Describe your benefits in the posting, too: state pay-posting rules can require it.

We read the Washington and New York statutes directly and the Illinois Department of Labor's announcement of the Illinois rule:

These are the only three states we checked; our research did not compile the rest of the country.

Pay-posting rules keep changing, so check the current requirement in your own state before you post — and note that advertising through a job board does not step around the rule where third-party postings count, as in Washington.

New York's commission-only statement applies only to roles paid solely on commission; a seat with a base wage or salary needs the range.

Post under more than one title.

Miracle-Ear's careers board listed Patient Care Coordinator, Front Desk Associate and Front Office Associate openings alongside sales and licensed-provider roles as of October 12, 2026, and Beltone lists patient care coordinators among the roles at its independently owned centers.

Posting a single title can narrow who finds the opening, so use the titles front-office candidates in your area actually search.

Keep requirement lines about qualifications.

Federal EEO law makes it illegal to publish a job advertisement that shows a preference for, or discourages, applicants because of race, color, religion, sex (including pregnancy), national origin, age (40 or older), disability or genetic information.

The EEOC's own example is an ad seeking 'recent college graduates.'

Write your lines around experience, skills and schedule.

If you invite finalists to a working interview, remember the FLSA's definition of employ includes 'to suffer or permit to work'.

Our research found no DOL guidance that names working interviews specifically; applying that definition is a reasonable basis for treating productive working-interview time as compensable hours.

Give candidates real tasks from the duty list above and treat the time accordingly.

Then screen against the duties you wrote, not a wish list: a phone screen that has the candidate take a call the way they would at your front desk tells you more about this seat than a resume line does.

Put the opening where front-office candidates in your area already look, keep your own careers page current, and reply to every applicant — scheduling and confirmation calls are follow-through work, so model it in your own process.

Our other employer guides cover the rest of hiring for your hearing practice, from contracts and compliance to staffing and software.

This page is employer information, not licensing, legal, tax, medical, clinical, billing or coding advice. Confirm delegation and clinical-adjacent task questions with your state board, pay-posting questions with your state labor agency, and contract questions with a health-care attorney.