Summary
The Patient Care Coordinator will play a vital role in supporting the day-to-day administrative functions of our Balanced Physical Therapy + Wellness Tramway South Clinic. This role includes managing patient communications, scheduling appointments and providing general office support. The ideal candidate is detail-oriented, friendly, and able to manage multiple tasks efficiently in a healthcare setting.
About the Role
Responsibilities
Front Desk Reception: Greet patients and visitors in a friendly, professional manner. Manage patient check-in and check-out procedures, ensuring all necessary paperwork is completed accurately & promptly. Process collection of payments for services. Answer phone calls and respond to emails in a professional and courteous manner. Check voicemail throughout the day and return calls as appropriate.
Appointment Scheduling: Coordinate and schedule patient appointments using clinic management software, ensuring optimal utilization of clinical staff and resources. Follow up with patients regarding appointment reminders, cancellations, or rescheduling. Follow up on previous day’s evaluations & any re-examination to make sure scheduled out correctly & that notes are sent out to providers. Follow up on same day cancellations &/or no shows. Move and/or cancel Patients scheduled if a Physical Therapist calls in.
Patient Communication: Answer phone calls, respond to patient inquiries, and provide information about clinic services. Direct calls and messages to the appropriate staff members.
Medical Records Management: Maintain accurate and up-to-date patient records, including filing, scanning, and entering data into the electronic health records (Prompt) system. Ensure compliance with HIPAA regulations regarding patient confidentiality and information security.
Administrative Support: Provide general administrative support to the clinic, including preparing correspondence, managing office supplies, and assisting with various clerical tasks as needed.
Coordination and Communication: Coordinate with physical therapists and other healthcare professionals to ensure smooth patient flow and effective communication between departments.
Patient Experience: Ensure a positive and welcoming experience for all patients. Address patient concerns and complaints professionally and promptly, escalating issues to the Clinic Director-Owner as needed.
Clinical Support: Proactively provide assistance to Clinic Manager, Physical Therapists, and Physical Therapist Assistants.
Requirements
Requirements
Previous experience in a medical office or dental office setting is preferred.
Strong understanding of medical terminology and administrative procedures.
Excellent organizational skills with the ability to multitask effectively in a fast-paced environment.
Exceptional communication skills, both verbal and written, to interact with patients and staff professionally.
Ability to maintain confidentiality and adhere to HIPAA regulations at all times.
Qualifications:
Education:
High school diploma or equivalent; additional education, college coursework or certification in medical administration is a plus.
Skills:
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong organizational and multitasking abilities.
Excellent interpersonal and communication skills.
Knowledge of medical terminology and insurance processes is beneficial.
Ability to handle sensitive and confidential information with professionalism.
Friendly, patient-focused attitude with a commitment to providing exceptional customer service.
Personal Attributes:
Detail-oriented, proactive, self-starter, and able to handle a fast-paced environment.
Compassionate and patient-focused with a commitment to providing excellent customer service.
Flexible and adaptable to changing priorities and clinic needs.
About the Company
Balanced Physical Therapy + Wellness is committed to providing an exceptional multidisciplinary patient care experience that promotes healing & recovery in a compassionate environment to meet the needs of each individual patient. We are guided by achieving compassion, integrity, service, teamwork, and a commitment to excellence. Balanced Physical Therapy was established in 2015 with the mission of creating a fun, vibrant family practice environment emphasizing compassionate patient care by knowledgeable, energetic therapists. This philosophy, along with an excellent team of very skilled and accomplished therapists, has helped Balanced Physical Therapy + Wellness grow from a small, two therapist clinic into a thriving multi-specialty practice with 10 clinics and 100+ employees in just 10 years. Join a fun and vibrant family practice environment, emphasizing compassionate patient care!
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