The Patient Care Coordinator role is integral to supporting patient care and requires a highly organized, compassionate individual with excellent communication and customer service skills. The Patient Care Coordinator ensures smooth appointment scheduling, accurate registration, and exceptional administrative support across the department.
Responsibilities
Patient Communication & Support
- Answer incoming phone calls, take accurate messages, and direct calls to appropriate staff.
- Respond to inquiries from patients, vendors, insurance companies, and healthcare providers in a professional and timely manner.
- Communicate pre-visit instructions and appointment details clearly to patients, including sending appointment reminders and confirmations through Weave.
- Coordinate transportation with patients’ insurance and/or rideshare services as needed to ensure timely arrival.
- Assist patients in navigating the healthcare system, resolving concerns with empathy and professionalism.
Patient Registration & Scheduling
- Request and obtain medical records for new patients; scan and upload records and insurance cards into the EMR system.
- Register new patients in the electronic medical record (EMR) accurately and efficiently.
- Schedule and confirm appointments for consultations, simulations, procedures, treatments, and follow-up visits.
- Coordinate imaging appointments and request necessary prior authorizations.
- Notify patients of appointment details including date, time, and location; track and request imaging CDs as needed.
- Verify patient insurance coverage on a regular basis, particularly for patients actively undergoing treatment.
Administrative Support
- Fax consult letters, follow-up notes, and visit summaries to referring physicians.
- Prepare and send medical records to providers or entities upon receipt of a signed release of information.
- Support general office functions including data entry, filing, and record maintenance.
Qualifications
- High school diploma or equivalent required.
- 2+ years of medical office experience, preferably in a specialty clinic or hospital-based department.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook) required; experience with EHR systems, especially DrChrono and Aria, preferred.
- Excellent verbal and written communication skills with strong interpersonal and customer service abilities.
- Highly organized, detail-oriented, and able to effectively prioritize tasks and manage multiple deadlines.
- Demonstrated ability to remain calm, professional, and effective in high-stress situations.
- Ability to work independently and collaboratively in a fast-paced clinical environment.
Novellis Health is a thriving, independently physician-owned and managed private practice—join our stable, growing team focused on community-based patient care.