Patient Care Coordinator in Orchard Park, New York at Virsono Hearing Centers

Patient Care Coordinator

Description

Are you passionate about creating exceptional patient experiences and keeping a busy clinic running smoothly? Join our team as a Patient Care Coordinator overseeing two clinic locations, and become the vital link between our patients, providers, and care team — ensuring every person who walks through our doors (or calls our line) feels heard, supported, and well cared for, no matter which site they visit.

Hours: Monday - Friday 8am - 5pm

Position Summary:
As the Patient Care Coordinator, you'll report to the Regional Clinic Manager and serve as a key point of contact throughout the patient journey — from scheduling and intake through follow-up care. You'll work closely with our audiologists, treatment technicians, and remote Treatment Coordinator/Treatment Specialist team to ensure seamless communication and coordination at every step. Your organizational skills and warm, patient-first approach will directly shape the quality of care our patients receive.

Primary Job Responsibilities:

• Greet and check in patients, verifying demographic, insurance, and medical history information in the EMR system.
• Schedule, confirm, and reschedule patient appointments, including in-person, tele-audiology, and follow-up visits.
• Answer incoming calls and inquiries, triaging patient needs and routing to the appropriate team member or provider.
• Coordinate with the Treatment Coordinator and Treatment Specialist to ensure smooth handoffs for Tele-Health appointments.
• Verify insurance coverage, process authorizations/referrals, and explain billing or coverage details to patients as needed.
• Maintain accurate, up-to-date patient records and documentation in compliance with HIPAA standards.
• Track patient follow-ups, recalls, and hearing aid fitting/repair timelines to ensure continuity of care.
• Support front-office operations, including managing patient flow, waiting areas, and clinic supplies.
• Champion infection control protocols and maintain a clean, welcoming clinic environment.
• Participate in daily huddles and team meetings, contributing insights to improve patient experience and clinic efficiency.

Knowledge and Skills:

• Exceptional interpersonal and phone communication skills, with the ability to thrive in a multicultural environment.
• Strong multitasking and organizational abilities, with comfort managing interruptions in a fast-paced setting.
• A compassionate, patient-first demeanor with genuine care for patient wellbeing.
• Detail-oriented with strong follow-through on scheduling, documentation, and insurance processes.
• Comfortable learning and using EMR and scheduling software systems.
• A positive, proactive attitude and team-oriented mindset.
• Basic understanding of audiology or hearing healthcare services a plus.
• Unwavering commitment to confidentiality and ethical conduct.

Education and Experience:

• High school diploma or equivalent required; Medical Assistant certification or related healthcare administration training a plus
• Minimum 1–2 years' experience in a medical office, clinic front desk, or patient-facing coordination role
• EMR and scheduling software proficiency required
• Experience with insurance verification, authorizations, or medical billing preferred
• Working knowledge of HIPAA and infection control standards
• Available Monday–Friday, 8am–5pm, on-site
• Authorized to work in the U.S.; background check required

Ready to be the friendly, organized force that keeps our patients' care on track? Apply now and help us deliver exceptional care, one appointment at a time!