Patient Care Coordinator in Scottsdale, Arizona at Developmental and Educational Psychological Svcs

Position Type: Part-Time
Work Location: In-Office During Training | Work-from-Home Opportunity Available After Training

At DEPS, we believe every interaction with a family is an opportunity to make their experience a little easier. The Patient Care Coordinator plays an important role in supporting families throughout the psychological evaluation process while helping our clinical team stay organized, prepared, and focused on providing exceptional care.

Working closely with our psychologists and assessment team, the Patient Care Coordinator helps manage the administrative side of the patient journey—from scheduling and intake paperwork to gathering records, coordinating rating scales, verifying insurance information, and ensuring everything is ready for the evaluation.

This role is a great fit for someone who is highly organized, naturally detail-oriented, compassionate with families, and enjoys making sure all the pieces come together behind the scenes.

• Serve as a helpful and professional point of contact for patients and families throughout the evaluation process.
• Schedule and coordinate patient appointments.
• Confirm upcoming appointments and ensure families have the information and documentation needed for their visit.
• Follow up with families regarding outstanding paperwork, records, rating scales, appointments, and other required items.
• Communicate professionally and compassionately with parents, schools, medical providers, insurance companies, referral sources, and members of the DEPS clinical team.

• Review patient files to ensure required intake paperwork and documentation are complete prior to appointments.
• Verify that required parental consent and permission forms have been completed by both parents when applicable.
• Review custody arrangements and ensure appropriate authorization is in place for services.
• Identify missing information, inconsistencies, or potential concerns within patient files and proactively follow up as needed.
• Request and obtain medical records, school records, and other relevant educational or clinical documentation.
• Maintain accurate, organized, and confidential patient records throughout the evaluation process.

• Verify patient insurance coverage and benefits.
• Send behavioral, developmental, and psychological rating scales to parents, teachers, and other appropriate respondents.
• Track outstanding rating scales and follow up to support timely completion.
• Accurately score completed rating scales and upload or file results within the patient's record.
• Help ensure clinicians have the records, forms, rating scales, and supporting information needed prior to scheduled evaluations.

• Send completed reports and other appropriate documentation to patients, families, referral sources, and other authorized parties.
• Follow up on outstanding records, paperwork, and other items needed to keep evaluations moving forward.
• Maintain clear and accurate documentation of patient communications and outstanding needs.
• Follow DEPS policies and procedures related to patient privacy, confidentiality, documentation, and record management.
• Partner closely with psychologists and other members of the clinical team to help create an organized and seamless evaluation experience.

We’re looking for someone who is organized, dependable, proactive, compassionate, and exceptionally detail-oriented. You notice when something is missing, ask the right questions, and take ownership of following through until the issue is resolved.

You’ll also bring:

• Excellent organizational and time-management skills.
• Strong attention to detail and the ability to identify missing or inconsistent information.
• Excellent written and verbal communication skills.
• Ability to manage multiple patients, priorities, and deadlines simultaneously.
• Professionalism and discretion when handling sensitive and confidential patient information.
• Confidence communicating with parents, schools, medical offices, insurance companies, and clinical professionals.
• Strong follow-through and the ability to work independently while collaborating closely with a clinical team.
• Proficiency with computers, email, electronic health records, and Microsoft Office or Google Workspace.
• Previous experience in healthcare, behavioral health, psychology, medical scheduling, insurance verification, or patient coordination is preferred.
• Experience supporting psychological, developmental, or autism evaluations is a plus.

Why Join DEPS?

At DEPS, our work is about more than completing tasks—it’s about supporting the children and families who depend on us. Every role contributes to creating an experience that is compassionate, organized, professional, and focused on helping families get the care and answers they need.

As part of the DEPS team, you’ll have the opportunity to work alongside a collaborative clinical team, continue learning and growing within the organization, and see how your work directly supports our patients, families, and providers.

This is a part-time position with initial training and onboarding completed in-office. Once fully trained and demonstrating competency in the role, there is an opportunity to transition to a work-from-home arrangement.