Patient Coordinator

Patient Coordinator – South Shore Health

Requisition Number: R-21564
Facility: LOC
0010 - Health Express-Weymouth, 330 Washington Street, Weymouth, MA 02188
Department: HXP Urgent Care Weymouth
Status:
Part time
Budgeted

Hours:

0

Shift: Varied Shifts (United States of America)
Compensation: $19.09 – $25.69 per hour

Overview

The Patient Coordinator serves as the first point of contact for all patients, managing check‑in, pre‑registration, registration, appointment scheduling, copayment collection, and other daily office functions while providing excellent customer service and compassionate care.

Compensation & Benefits

Pay Range: $19.09 – $25.69 per hour
Part‑time position with varied shifts, including weekends and evenings as required.

Responsibilities Customer Service / Check‑In

• Greet patients and visitors professionally, both in office and on telephone.
• Assist customers by name and with individualized interest.
• Stay informed of team issues and convey messages promptly.
• Initiate service recovery processes independently.
• Monitor patient flow, check waiting area, and inform patients of delays.
• Answer phones by the third ring, using department greeting and professional tone.
• Check phone messages hourly and respond within the same business day.

Pre‑Registration and Registration

• Collect complete referral information and accurate patient demographics.
• Enter insurance information confidentially.
• Register admission by selecting correct MR number and account number.
• Verify physician order clarity, discipline appropriateness, and treatment plan.
• Ensure adherence to hospital regulations.
• Orient new patients to program guidelines, cancellations, copayments, and HIPAA requirements.
• Prepare new patient chart according to department standard.
• Detect and correct chart errors independently.
• Mentor other staff on pre‑registration and registration accuracy.

Scheduling Appointments

• Link Epic system cases to the Raintree system accurately.
• Schedule single‑discipline, multiple‑discipline, land and pool appointments.
• Cancel or reschedule appointments promptly.
• Communicate scheduling conflicts or difficulties to appropriate staff.
• Cooperate with the team to meet scheduling needs.
• Use creative solutions to optimize resource utilization and patient access.
• Mentor staff on scheduling processes.

Co‑Payment Collection

• Collect copayment at time of visit using approved scripting.
• Maintain accurate co‑payment ledger and correct errors.

Daily Assignments and Long‑Term Projects

• Complete daily and long‑term assignments before deadlines.
• Manage work schedule efficiently; inform supervisor if meeting a deadline is impossible.

Technology

• Respond to pagers/email as required.
• Adapt to evolving technology; learn new techniques and equipment.
• Seek guidance for new practices; propose improvements.
• Participate in ongoing learning and apply new solutions.

Patient Interaction

• Demonstrate professional courtesy to patients, families, and coworkers.
• Answer questions politely, or refer to an appropriate colleague.
• Handle difficult situations calmly and professionally.
• Report issues using the chain of command.

Department Workflow and Operations

• Print, review, and inquire about department reports.
• Communicate hand‑off information during shift changes.
• Complete weekly/monthly assignments as scheduled.
• Follow Retrieval
  
  X schedule and assist with ordering supplies.
• Take minutes as required.

Daily Office Functions

• Manage multiple tasks efficiently and effectively.
• Maintain high concentration at all times.
• Identify need for break and arrange coverage appropriately.
• Engage in professional conversations with patients and visitors.
• Work under pressure and remain composed during stressful situations.
• Provide high‑level service to all interactions.
• Complete tasks by assigned deadlines.
• Use critical thinking and problem‑solving for daily operations and emergencies.
• Communicate effectively following the chain of command.
• Demonstrate dependability and flexibility with scheduling.

Discharges

• Review discharge list and process discharges accurately and timely.
• Record discharged charts in Retrieval
  
  X as per workflow.

Qualifications

• High School Diploma preferred.
• 1–2 years of healthcare office experience required.
• Strong customer service skills both in person and by telephone.
• Prior Epic experience for scheduling and registration preferred.
• Previous interactions with patients and families preferred.
• Ability to travel to all South Shore Urgent Care locations (Braintree, Weymouth, Abington, Pembroke, Kingston, and Plymouth).
• Availability for varied schedule, including weekends and holidays.

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