Patient Coordinator

Schedule: Monday–Friday, 8:30 a.m.–5:00 p.m.

The Patient Coordinator is a primary point of contact for patients and visitors and helps keep daily clinic operations running smoothly. This hands-on role combines patient service, appointment scheduling, registration, insurance and payment support, records coordination, and general clinic duties. The Patient Coordinator works closely with providers, clinical staff, audiologists, care coordinators, and the Business Office to support an efficient, welcoming patient experience.

Essential Duties and ResponsibilitiesPatient Access and Experience

• Greet patients and visitors in a friendly, professional manner.
• Answer incoming calls promptly and courteously, with a goal of answering within 25 seconds.
• Respond to patient questions about scheduling, clinic procedures, and general visit information.
• Schedule, reschedule, and cancel appointments according to clinic protocols.
• Monitor online appointment requests and contact patients to schedule.
• Review self-scheduled appointments and contact patients to correct scheduling issues when needed.
• Provide patients with relevant visit information, including arrival time, directions, and appointment expectations.
• Monitor cancellations and use the cancellation list to fill open appointment times.
• Schedule interpreters when needed and confirm arrangements before the visit.
• Respond to website inquiries in a timely and helpful manner.

Registration, Insurance, and Payments

• Maintain accurate patient demographic and insurance information.
• Verify insurance for office visits and surgeries before the patient’s arrival, including contacting patients for updates or checking payer websites, as assigned.
• Attach insurance to patient encounters accurately and in the correct order when secondary or tertiary coverage applies.
• Support patient check-in and check-out, including collecting copayments and outstanding balances.
• Accurately record, secure, and balance cash, checks, and credit-card payments according to clinic procedures.
• Coordinate Good Faith Estimates for self-pay patients with the Business Office.
• Prepare or verify self-pay invoices for accuracy and clarity.
• Review electronic and paper forms for completeness and accuracy before entering information into the patient record.
• Accurately check out audiology and clinical patients purchasing hearing aids, accessories, earplugs, or other products.

Records and Patient Communications

• Process and file patient paperwork, including referrals, insurance information, medical records, audiology forms, audiograms, and tympanograms.
• Prepare for new patients by obtaining outside medical records and completing registration paperwork before their appointments, as needed.
• Process requests for release of records in accordance with HIPAA requirements and document them in the patient chart’s PHI log.
• Create telephone encounters and tasks to route patient messages to Care Coordinators, providers, or the Business Office.

Clinic and Audiology Support

• Coordinate with providers and clinical staff to support patient flow and efficient use of clinic resources.
• Work with audiologists to coordinate hearing-aid drop-offs and pickups.
• Record ordered laboratory tests in the appropriate logs and coordinate outside laboratory pickup, including placing the specimen drop box outside the clinic door according to clinic procedure.
• Complete assigned daily and weekly reports.
• Follow established clinic opening and closing procedures.
• Assist with inventory and restocking of front-desk and lobby supplies.
• Maintain an organized workspace and help keep shared areas clean and orderly, including the children’s play area, beverage counter, coffee machine, and breakroom.

General Expectations

• Promote and embody the mission and values of Renew ENT & Hearing Center.
• Provide professional, respectful service to patients, visitors, and coworkers.
• Protect the confidentiality of patients’ medical, personal, and financial information.
• Manage time effectively, prioritize competing tasks, and maintain accuracy in a busy environment.
• Demonstrate reliable attendance and punctuality.
• Communicate openly with coworkers and management, including sharing feedback that may improve clinic processes and patient experience.
• Pursue professional growth and contribute to a collaborative, productive work environment.

Qualifications and Education Requirements

• High school diploma or equivalent.
• Intermediate typing and computer skills, including proficiency with Microsoft Office.
• Strong customer-service, communication, and organizational skills.
• Ability to manage multiple tasks, set priorities, and maintain accuracy in a busy environment.
• Ability to work effectively both independently and as part of a team.
• Professional, welcoming demeanor and sound judgment when interacting with patients and coworkers.

Additional Desired Skills and Experience

• At least two years of experience in a medical office preferred.
• Experience with electronic health record systems preferred.
• Knowledge of medical terminology preferred.
• Demonstrated initiative, leadership, or involvement in improving team or departmental processes preferred.

Job Type: Full-time

Pay: $23.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Disability insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Free flu shots
• Free parking
• Health insurance
• Health savings account
• Paid time off
• Paid training
• Retirement plan
• Uniform allowance
• Vision insurance

Work Location: In person