Patient Care Coordinator

Job Description

Role Overview

In this pivotal role, you serve as the face and voice of Ever-Care Orthotics & Prosthetics. From the exact minute a patient steps through our door, your mission is to provide an exceptionally warm, hospitable, and high-touch front office experience. You will act as a foundational pillar for the clinic, managing patient reception, data collection, and physical comfort while serving as a strategic interface between practitioners, patients, and our Revenue Cycle Management (RCM) team.

By maintaining absolute accuracy in paperwork, verifying detailed insurance benefits, managing follow-up care schedules, and ensuring pre-collection compliance, you play a critical part in providing seamless patient care and supporting outstanding clinical outcomes.

Essential Job Functions

· Patient Hospitality & Reception: Warmly greet and welcome patients the moment they step into the clinic. Cultivate an inviting front desk atmosphere by providing high-quality hospitality, assisting with immediate inquiries, tracking waiting times, and proactively offering amenities like coffee or water.

· Patient Intake & Documentation: Provide, guide, and ensure the 100% complete execution of all initial patient intake paperwork. Gather critical data, verify and update patient demographics, and confirm that all required regulatory and institutional signatures are fully captured before care begins.

· Insurance Benefit Verification & Communication: Run eligibility transactions and proactively call insurance providers to retrieve exact, comprehensive benefit details. Clearly articulate complex coverage terms, deductibles, copays, and financial obligations directly to patients, ensuring transparency before evaluations.

· Financial Transactions & Collections: Accurately collect patient payments at the front desk, including deductibles, copays, and co-insurance. Manage outbound collections proactively by making professional calls to remind patients of outstanding balance dues.

· Appointment Scheduling & Lifecycle Management: Coordinate and manage precision follow-up appointments tailored to patient care plans (including initial evaluation, cast and measures, delivery, and ongoing prosthetic/orthotic check-ups) as they exit. Execute outbound calls for future appointment reminders to minimize missed appointment metrics.

· Clinical & Practitioner Liaison: Foster tight collaboration and clear communication with on-site practitioners regarding patient arrival status, required evaluations, and room readiness to keep clinic flow optimized.

· Administrative & Claims Support: Collaborate directly with the Revenue Cycle Management (RCM) team to ensure complete administrative documentation. Perform scribe notations as required by clinicians and securely transmit billing claims the moment a device is successfully delivered to the patient.

· Health Record Maintenance: Ensure completely precise, timely, and organized updates to both electronic and physical health records for every patient, strictly adhering to compliance standards.

We are a premier, independent clinic dedicated to restoring mobility, independence, and confidence to our patients through custom prosthetic and orthotic solutions. At Ever-Care, we intentionally break away from cold, high-volume corporate healthcare systems to focus on what truly matters: high-touch patient hospitality and superior clinical outcomes. We believe that outstanding patient care starts with an empowered team, which is why we invest heavily in our staff through structured professional mentorship, competitive compensation, and a respectful, collaborative work environment.

When you join the Ever-Care family, you become part of a passionate team…