Practice Coordinator

Job Summary

Job Summary:

The Practice Coordinator 3 serves as the face of the Practice, collaborating with administrative, clinical, and management teams. Responsible for seamless operations and exceptional customer service, this role handles scheduling, referrals, revenue cycle management, and patient care coordination. The anticipated duration of this assignment is five months, with possibility of extension.

• Manage referral work queues and act as the primary contact for referring physicians and new patients.
• Schedule and register patients accurately, ensuring compliance with guidelines and collecting necessary information.
• Explain first appointment procedures to patients in understandable terms and manage patient expectations.

• Secure outside medical records, prioritize scheduling for complex patients, and inform patients about treatment options.
• Coordinate care with various clinical disciplines and external providers to optimize schedules and expedite services.

• Coordinate outpatient and inpatient surgeries, ensure proper communication with patients, physicians, and hospital staff.
• Manage complex scheduling, secure authorizations, and coordinate post‑surgical appointments and paperwork.

• Perform cash collection, communicate financial policies to patients, and obtain insurance authorizations.
• Monitor provider open charts, work on denials, and secure complex authorizations.

• Schedule patient appointments, triage telephone calls efficiently, and collaborate with clinical staff in problem‑solving patient needs.

• Perform APeX‑specific tasks, manage referrals, appointments, and utilize various functionalities for patient care coordination.

• Maintain workplace safety, patient confidentiality, participate in team building, and handle customer service inquiries and complaints.

• Resolve escalated operational issues, provide guidance for process improvements, and act as a primary resource within the department.

• High School graduate or equivalent with four years related experience; or college degree and 6 months related experience; or equivalent combination of education and experience.
• Experience with in‑person client service.
• Scheduling patients.
• Strong computer skills, including basic keyboarding skills, and experience with at least two Office‑type software programs (Outlook, Word, and Excel). Proven ability to navigate through multiple patient records systems. Able to sit at a computer terminal with telephone headphones for extended period of time.
• Ability to analyze situations, prioritize, develop solutions, and make recommendations.
• Ability to work with minimal supervision.
• Ability to use good judgment and work independently, at times under the pressure of deadlines.
• Ability to access situations, prioritize workload, develop solutions, and make recommendations.
• Excellent customer service and communication/interpersonal skills, both over the telephone and directly.
• Able to sit at a computer terminal with telephone headphones for extended periods of time.
• Basic math skills required.
• Proven ability to deal with a wide variety of individuals.
• Ability to deal sensitively and effectively with patients.
• Excellent organizational and problem‑solving skills.
• Strong writing skills to include the ability to compose, edit, and proof a wide variety of documents.
• Demonstrated administrative/office coordination skills.
• Demonstrated knowledge of medical practice terminology.

• EPIC/APeX strongly preferred.
• Experience in healthcare, including patient scheduling, insurance verification, and medical record data abstraction.
• Experience in ambulatory settings.
• Prior experience with appointment, ancillary service, or surgical scheduling.
• Bilingual or multilingual capability (Spanish, Cantonese, and Russian).

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