Clinic Coordinator

Overview

Copley Hospital (located in Morrisville/Stowe, VT) has a robust multi‑location Rehabilitation department. Copley Rehab, in Hardwick and Morrisville, are quaint clinics seeking a team member with outstanding customer service skills to work alongside highly qualified therapists. This individual would be the friendly face to greet patients, answer the phone, schedule new and recurring appointments, and keep the clinic flowing. They will utilize the hospital computer system scheduling in all clinic locations, check‑in and check‑out of all patients, ensure all necessary information is in the electronic medical record prior to the start of care, collect and process co‑payments and manage the overall schedule for each therapist.

Excellent communication skills are required to work with other hospital departments, referring providers, and their office staff as needed to facilitate efficient scheduling and timely patient care. The role demands multitasking to manage multiple calls at once, ensuring minimal wait times for patients arriving for care and performing technician duties as needed to support therapists and patient flow.

Responsibilities may vary depending upon the clinic site of assignment. Performs other duties as assigned. Compliance with all applicable State and Federal laws, regulations, and policies governing the provision of health care. The team approach is emphasized while providing outstanding customer service and superb clinic care. We pride ourselves on our team‑centric culture and would love to talk with you if you would like to work with a great team.

Per Diem (FT/PT option available). Copley Hospital has a variety of shifts available across Full‑Time, Part‑Time, and Per Diem needs. Compensation range: $18.50–22.50 per hour. This range reflects compensation for candidates with limited experience; offers may vary based on experience, education, skills, internal equity, and market data.

• Utilize the hospital information system to schedule outpatients according to patient needs and preferences, staff availability, and modalities for all clinic sites.
• Schedule initial and recurring appointments, provide patients with written appointment cards, and maintain a call list to schedule patients as appointments become available.
• Enter corrected patient demographic information into the hospital registration screen and inform the Administrative Assistant of these changes.
• Enter patient charges and/or codes into the hospital information system, including those requiring defined ICD
  10 codes.
• Organize and transport supplies, co‑payments, and/or medical record documents between clinics and other hospital departments in accordance with procedures.
• Ensure appropriate inventory of supplies for the reception desk and, when appropriate, for clinical supplies.
• Communicate with patients and guardians regarding insurance verification, limits of therapy coverage, cancellation/no‑show policy, and any other department procedures as instructed.
• Help maintain patient waiting and reception areas clean, attractive, and free of safety hazards; inform management of potential infection or safety hazards.
• Actively work to maintain full and consistent therapist schedules through proactive scheduling practices and assist in managing patient cancellations and failures to attend scheduled appointments through appropriate communications with patients and prompt communication with therapists and managers.
• Greet all patients, visitors, and other staff entering the department and respond to their needs appropriately.
• Communicate with department clinical staff regarding patients’ reported needs or other communications to ensure staff have complete information related to patient schedules and status.
• Ensure that patient medical records are maintained confidentially and organized until required by the clinical staff; print daily clinician schedules and pull charts as needed.
• Answer the telephone in a timely and professional manner, provide callers with timely and appropriate follow‑up, and utilize all necessary features of the phone system including call transfers and voice message changes.
• Participate…