Patient Care Coordinator

Job Title:

Patient Care Coordinator

Reports to:

Patient Care Coordinator Team Lead

The Patient Care Coordinator serves as a key forward-facing representative responsible for delivering a professional, welcoming, and efficient patient experience. This role supports patient access and flow by coordinating check-in and check-out activities, scheduling appointments, verifying insurance and financial information, managing patient communications, and maintaining accurate documentation while upholding privacy, service, and operational standards.

• Greet patients and visitors in a courteous, professional manner and help create a positive, service-focused office experience.
• Manage the patient check-in and check-out process accurately and efficiently, including collection and confirmation of required demographic, insurance, and financial information.
• Verify insurance eligibility, benefits, and patient financial responsibility, including applicable copayments and other balances due at time of service.
• Collect, process, and document patient payments in accordance with established procedures.
• Scan, file, and maintain patient and office documentation accurately and in a timely manner.
• Uphold confidentiality of patient, employee, and business information and comply with all HIPAA, privacy, and practice policies.
• Schedule, reschedule, and confirm appointments in accordance with provider templates, office protocols, and established scheduling guidelines.
• Review upcoming appointments to confirm required paperwork, insurance information, and account details, and document updates appropriately in the patient record.
• Respond to patient messages through approved communication channels, including the messaging portal, using timely, accurate, and professional communication.
• Maintain and update patient database information and assist with related administrative tasks, including vendor loyalty program updates (as applicable).
• Provide phone support as needed by answering calls, directing inquiries, and managing voicemail follow-up in a timely manner.
• Share accurate information with patients regarding in-house products, services, and promotions within established guidelines.
• Collaborate with providers, back of house staff, and team members to support clinic flow and a patient-centered environment.
• File and organize records, invoices, correspondence, and other required documentation in accordance with office procedures.
• Monitor incoming and outgoing correspondence, including email, mail, and packages, and route items appropriately.
• Manage provider waitlists and assist with schedule optimization throughout the day to support patient access and provider productivity.
• Complete assigned opening, closing, and shift-transition duties, including cash reconciliation, lobby readiness, and preparation for the next shift.
• Undertake additional administrative, ancillary, and downtime tasks as needed to support office operations.
• Preserve a clean, organized, and professional workspace, waiting area, and storage areas in accordance with practice standards.
• Assist with organizing and maintaining sample products, supplies, and shared work areas to promote efficiency, safety, and patient readiness.
• Maintain flexibility with schedule and work location, as needed.
• Perform other duties as assigned.

• High school diploma or equivalent required.

• One year of experience in a medical office, clinic, or other patient-facing healthcare setting preferred.
• Experience using electronic medical record and patient communication systems, including EMA/Mod Med, Relatient, Outlook, or similar platforms, preferred.

• Knowledge of dermatology-related medical terminology and cosmetic procedure…