PATIENT APT COORDINATOR

Primary Scheduled Hours: Days, 80 hours per pay period

Pay Scale:  Compensation within the posted range will be determined based on relevant experience and internal equity considerations. 

Job Summary: The Patient Appointment Coordinator is responsible for managing incoming and outgoing patient communications and coordinating access to care for Newport Health Center, serving as a primary point of contact for patients to ensure timely scheduling, effective communication, positive patient experiences, and continuity of care. Assists patients with appointment scheduling, new patient coordination, prescription refill requests, wellness visit outreach, preventative care coordination, provider communication, and general clinic inquiries. Works collaboratively with providers, clinical teams, Clinic Reception, Referrals, Patient Financial Services, Revenue Cycle, and other departments to support efficient clinic operations and patient-centered care.

Essential Job Functions:

• Manages incoming and outgoing patient calls professionally and timely; retrieves voicemails and ensures requests are addressed and documented.
• Monitors, schedules/reschedules, and coordinates patient appointments, waitlists, and cancellations for providers and clinic services per scheduling guidelines.
• Coordinates appointments including routine care, nursing visits, Annual Wellness/Well Child Checks, OB care, Express Care, clinical procedures, and post-operative visits.
• Assists new patients with establishing care, provider selection, appointment scheduling, and required new patient processes.
• Manage patient appointment requests received through phone, voicemail, patient portal, and other communication pathways.
• Identifies and escalates patient concerns or urgent needs to triage nurses or appropriate clinical staff.
• Documents patient communication, scheduling activity, and follow-up within the patient record.
• Monitors and completes assigned EMR messages, pools, and work queues.
• Assists with patient portal questions, troubleshooting, and patient access needs.
• Supports prescription refill and medication prior authorization workflows.
• Performs patient outreach calls for Medicare Wellness Visits, preventative screenings, Well Child Checks, and other quality initiatives.
• Coordinates specialty scheduling workflows, including surgical appointments, Behavioral Health, VA patients, and community programs.
• Maintains accurate patient demographics, insurance coverage, and contact information.
• Coordinates with Patient Financial Services regarding self-pay patients, financial assistance, Good Faith Estimates, and insurance-related questions.
• Provides Clinic Reception support and cross coverage when needed.
• Maintains compliance with HIPAA, patient confidentiality standards, and organizational policies.
• Performs other duties as assigned.

Education Background and Experience Requirements

Professional Requirements:

• Maintain regulatory requirements
• Report to work on time and as scheduled; complete work within designated timelines.
• Demonstrates the ability to adhere to the mission, ethics and goals of the District.
• Demonstrates the ability to communicate with patients, guests and staff in a courteous, respectful and helpful manner.

Compensation/How We Care For You:

Successful candidates typically begin between the beginning and midpoint of the compensation range dependent on qualifications/experience and receive compensation in increments increases annually.

Comprehensive benefit package including:

• Medical/Dental/Vision
• Retirement with a 6% dollar for dollar employer match
• Life and Disability Insurance
• AFLAC
• Flexible Spending Account
• Employee Assistance Program
• Bonus, if eligible upon Board approval
• Gym membership
• Tuition Reimbursement and Student Loan Repayment Opportunities

Newport Hospital & Health Services (NHHS) is committed to a diverse and inclusive workplace.  NHHS is an equal opportunity employer and does not discriminate based on race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected status.

NHHS employs only U.S. citizens and lawfully authorized non-U.S. citizens.  All new employees must show employment eligibility verification as required by the U.S. Citizenship and Immigration Services.

NHHS is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities.