Position Summary

The Patient Communications Coordinator is responsible for managing the majority of incoming and outgoing patient communications, serving as the voice of the practice. This role plays a critical part in creating a positive first impression, building patient trust, and guiding individuals through scheduling and next steps in their care.

The ideal candidate is personable, confident on the phone, highly organized, and naturally skilled at connecting with people. This individual should be comfortable discussing services, answering questions, and encouraging patients to schedule appointments in a supportive and professional manner—without being sales-driven.

Key Responsibilities

Patient Communication & Phone Management

• Answer and manage the majority of incoming calls in a professional and courteous manner
• Respond to patient inquiries regarding services, appointments, insurance, and general questions
• Make outbound calls for appointment confirmations, follow-ups, and rescheduling
• Communicate clearly and confidently to help patients understand next steps in their care
• Guide conversations naturally to encourage appointment scheduling when appropriate
• Identify opportunities to assist callers in booking recommended consultations or treatments

Scheduling & Patient Coordination

• Schedule, confirm, and reschedule appointments efficiently
• Manage provider calendars to optimize scheduling flow
• Ensure new patients are properly scheduled according to practice protocols
• Assist patients with completing intake forms and required documentation
• Maintain accurate patient records in the EMR system

Front Office Support

• Greet and check in patients when assisting at the front desk
• Verify patient demographics and insurance information
• Collect copays, deductibles, and outstanding balances
• Maintain a welcoming and organized reception area

Insurance & Administrative Support

• Verify insurance eligibility and benefits
• Obtain referrals and authorizations as needed
• Communicate with billing department regarding patient accounts
• Ensure HIPAA compliance and confidentiality of patient information

Education & Experience

• High school diploma or equivalent required
• 1–2 years of medical office, call coordination, or patient-facing experience preferred
• Experience with EMR systems strongly preferred

Skills & Competencies

• Excellent verbal communication skills and phone etiquette
• Strong interpersonal and relationship-building abilities
• Comfortable guiding conversations and encouraging patients to schedule appointments
• Positive, persuasive communication style that feels supportive—not sales-focused
• Strong organizational and multitasking skills
• Attention to detail and accuracy
• Proficiency in Microsoft Office and basic computer systems
• Ability to handle sensitive information with professionalism and confidentiality
• Bilingual Required

Work Environment

• Fast-paced medical office setting
• Prolonged periods of sitting and phone/computer use
• Occasional standing and light lifting (up to 15 lbs.)

Hours

• 8:30am-5:30pm (1 hour lunch break) Tuesday-Friday
• 8:30am-1:30pm Saturdays