Patient Care Coordinator - Pediatric Therapy

Overview

PATIENT CARE COORDINATOR - PEDIATRIC THERAPY (Healthcare)

The Patient Care Coordinator is a representative of WTRC with patients, patient families, and referral sources. Responsibilities include answering the telephone, checking in patients as they come for treatment, and maintaining an accurate daily log of patients treated, as well as other clerical duties requested. This role covers all clerical functions within the department. Other duties include daily attendance records, data entry, interdepartmental communications, and scheduling.

Provides technical assistance to therapists as needed. Works closely with department heads to ensure schedules meet department and patient needs. Responsible for scheduling all patients based on referrals. Ensures schedules are workable, error-free, and updated with all schedule change requests submitted by therapists. Follows up on no-shows/cancellations and reschedules visits. Reschedules if authorization is not obtained by the specified date.

Sends appointment reminders and discharge letters to patients and missed-visit discharge letters to physicians. Assists in end-of-day procedures by printing schedules and any additional items for the next business day. Investigates errors and problem-solves when an error with a schedule occurs. Maintains up-to-date files for active and inactive patients. Receives all incoming calls to the department, forwards calls to the appropriate person, and/or takes messages in a professional language and tone.

Assists in mail distribution for the department. Works with other departmental staff to ensure duties are completed as assigned. Obtains referrals, verifies their validity, and confirms patient information. Conducts themselves in a pleasant manner to patients, visitors, physicians, and other staff. Completes department admissions and obtains referrals when necessary to satisfy third-party payers. Generates, sends, and updates recertification letters to physicians.

Performs other duties as assigned. This position requires endurance to perform tasks over long periods and the ability to perform essential functions without posing a "direct threat" in the workplace. Must be able to lift 25 pounds.

• Answer the telephone and forward or take messages in a professional manner.
• Check in patients as they arrive for treatment and maintain an accurate daily log of patients treated.
• Maintain and update daily attendance, data entry, and scheduling records.
• Provide technical assistance to therapists as needed and coordinate with department heads to meet scheduling needs.
• Schedule all patients based on referrals and ensure schedules are workable and error-free; update with schedule change requests.
• Follow up on no-shows/cancellations and reschedule visits; reschedule if authorization is not obtained by the specified date.
• Send appointment reminders, discharge letters to patients, and missed-visit discharge letters to physicians.
• Assist in end-of-day procedures and prepare items for the next business day.
• Investigate scheduling errors and implement problem-solving measures.
• Maintain up-to-date files for active and inactive patients; manage referrals and patient information verification.
• Ensure courteous interactions with patients, visitors, physicians, and staff.
• Complete department admissions and obtain referrals as needed for third-party payers.
• Generate, send, and update recertification letters to physicians.
• Perform other duties as assigned.
• Adhere to safety requirements; maintain ability to perform essential functions and lift up to 25 pounds.

• Ability to communicate effectively with patients, families, and staff; professional tone in all interactions.
• Strong clerical skills, including data entry, record keeping, and scheduling.
• Endurance to perform tasks over long periods and capacity to lift up to 25 pounds.