Practice Coordinator III

The Practice Coordinator 3 (PC
3) is primarily responsible for representing the administrative team as the public face of the Practice and works closely with the administrative, clinical and management teams to support practice operations and customer service recovery and intervention efforts. The PC 3 provides support to all functions of the administrative teams including CRM messages, insurance eligibility verification, authorizations submission, billing cycle maintenance, telephone encounters, new patient and follow-up referrals, APeX inbox messaging, scanning, and patient registration.

The PC 3 is responsible for the maintenance of all routine clerical operations and communications. They are a team player who works closely with others, remains flexible in dealing with changing priorities, and is a self-reliant individual who synthesizes knowledge of practice operations to problem-solve, prioritize, and facilitate complex transactions.

This position makes a difference for patients in an outpatient care unit by providing excellent customer service and ensuring the accuracy of information flow between medical staff and departments to maximize unit efficiency.

• Schedule and register new and existing patients by phone or in person.
• Coordinate appointments, tests, procedures, and referrals.
• Verify insurance, authorizations, and patient records before visits.
• Explain appointment procedures, required documents, and clinic expectations to patients.
• Prioritize urgent or complex patient cases appropriately.
• Coordinate multidisciplinary care, including surgery, radiology, therapy, and specialty services.

• Schedule outpatient and inpatient surgeries and related pre‑op appointments.
• Coordinate operating room time, surgical testing, admissions, and authorizations.
• Ensure all surgical documentation, consents, and insurance approvals are complete.
• Arrange post‑surgical follow‑up appointments, therapy, home care, and equipment needs.

• Obtain and manage insurance authorizations for visits, procedures, medications, and testing.
• Work with billing teams to resolve denials, retro authorizations, and claim issues.
• Review patient insurance benefits and explain financial policies to patients.
• Track and report billing trends, collections, and authorization issues.
• Assist with complex authorizations including DME, specialty medications, and hospital services.

• Greet and assist patients professionally using excellent customer service skills.
• Collect co‑pays and process payments accurately.
• Maintain patient flow and monitor waiting areas for service concerns.
• Handle patient complaints and service recovery professionally.
• Promote patient convenience, confidentiality, and positive clinic experiences.

• Answer phones, triage calls, and route urgent concerns appropriately.
• Manage provider schedules and coordinate care across departments.
• Process referrals, maintain records, and support patient follow‑up needs.
• Assist providers with administrative tasks, patient communication, and care coordination.
• Support urgent scheduling needs and same‑day appointment requests.

• Use APeX/EPIC systems for scheduling, referrals, messaging, documentation, and work queues.
• Create patient communications, update records, and manage electronic workflows.
• Perform advanced scheduling and support electronic medical record processes.
• Assist patients with kiosk and MyChart usage.

• Monitor reports, productivity metrics, scheduling access, and workflow efficiency.
• Identify operational issues and recommend process improvements.
• Train or support staff with scheduling, authorizations, and workflow processes.
• Participate in team meetings, quality improvement projects, and customer service initiatives.

• Maintain HIPAA compliance and patient confidentiality at all times.
• Demonstrate professionalism, adaptability, and strong communication skills.
• Work collaboratively with providers, leadership, and clinical staff.
• Provide compassionate,…