Patient Coordinator

Job Description

Job Description

Job Title : Patient Coordinator

Department : Front Office / Administration

Reports To : Office Manager

Job Summary

The Patient Coordinator is responsible for warmly greeting patients upon arrival and ensuring a positive, professional experience throughout their visit. This role includes performing receptionist duties, managing appointment scheduling, verifying patient and insurance information, maintaining accurate records, and collecting payments. The Patient Coordinator serves as a key point of contact between the patient and the practice and is expected to provide exceptional customer service at all times.

Education & Experience

High school diploma required

AA / AS or BA / BS preferred

At least one year of prior medical office experience preferred

Strong computer skills with proficiency in Microsoft Word and Excel

Essential Skills

Excellent customer service and interpersonal communication skills

Team-oriented with the ability to multitask efficiently

Highly organized with strong attention to detail

Empathetic and patient-centered approach

Calm and effective under pressure

Professional, respectful, and courteous to patients and coworkers

Proper telephone etiquette and verbal communication

Working knowledge of medical office procedures and terminology

Strong organizational and computer skills

Maintains a positive attitude and professional demeanor

Exercises discretion with sensitive information

Problem-solver with initiative to complete tasks independently

Familiarity with skin care products and services is a plus

Comfortable handling high-volume transactions

Ability to sit for extended periods; may include occasional lifting

Primary Responsibilities

Greet and check in patients in a professional and courteous manner

Track patients in the reception area and communicate delays as needed

Enter new patient demographics and verify / update existing information in the system

Verify patient insurance cards and ensure proper referrals or authorizations are obtained

Collect co-pays, surgical balances (WD and anesthesia portions), and other payments

Prepare and process scheduling deposits per provider protocols

Scan and route provider charts, including pre-op documentation

Monitor and respond to EHR and Outlook messages daily

Answer and return phone calls using proper etiquette and documentation standards

Schedule, cancel, and reschedule appointments with appropriate providers and resources

Activate patient portal accounts

Reconcile and balance medical records daily

Assist with general front office duties as needed

Help patients at check-out with payments, scheduling, and general assistance

Monitor and maintain cosmetic / skincare inventory; restock as needed

Review and respond to online appointment requests in a timely manner

Ensure proper office opening and closing procedures are followed

Maintain cleanliness and order in the reception area

Follow all HIPAA guidelines and protocols for securing PHI

Adhere to company policies, including product return, payment types, no-shows, and late payments

Demonstrate professionalism in punctuality and attendance

Recommended Behaviors

Be punctual—arrive on time for work and return from breaks promptly

Be flexible and willing to assist in other departments or locations as needed

Provide ample notice for tardiness or absences

Anticipate the needs of patients, coworkers, and providers

Maintain a positive and professional attitude

Avoid gossip, rumors, or negativity in the workplace

Look for opportunities to provide support and exceptional service