Patient Care Coordinator

Location: Wausau, WI, with required travel at least once a month to the Stevens Point and Wisconsin Rapids clinics.

Schedule

Full‑time, 8:30 am – 5:00 pm, Monday – Friday. No weekends.

Pay

$19.00 – $21.00 per hour. Pay is commensurate with experience and qualifications. Monthly bonus opportunities.

Responsibilities

• Greet and screen patients to determine how we can best support them.
• Answer questions about services and promotions.
• Spot potential leads and keep patient flow running smoothly.
• Manage scheduling, daily office tasks, and financial and administrative duties.
• Handle insurance verification, inventory, and patient records.
• Partner with clinic and home‑office teams to support operations.
• Assist with marketing efforts, events, outreach, and patient‑retention activities.
• Provide the first contact for patients who call or come in to schedule an appointment or inquire about services.
• Screen calls, identify better‑hearing candidates, and provide information necessary to secure appointments.
• Schedule and confirm appointments; conduct outbound retention calls to patients.
• Coordinate provider’s schedule and ensure smooth, efficient flow of patient care while in the office.
• Check patients in and out, collect and record payments, and track revenue and accounting activities (end‑of‑day close, bank deposits, posting charges, entering invoices, payments, and insurance claim processing).
• Maintain all daily, weekly, and monthly reports and tracking documents; respond to home‑office requests promptly.
• Verify patient information and billing/insurance data, collect and process documentation, and maintain patient charts and records.
• Work with insurance and workers‑compensation agencies to facilitate authorizations and benefit verification.
• Perform administrative tasks such as typing, filing, office‑supply inventory, and mail.
• Verify status of and check in hearing aids and repairs; track and maintain product inventory.
• Collaborate with the hearing‑care provider on grassroots marketing efforts (compile physician packets, coordinate educational seminars, send recall letters).
• Track marketing calls and inquiries from initial contact through point of sale.
• Open and close the office daily and ensure the reception area is well maintained.
• Provide training support for other location front‑office staff, as appropriate.

Requirements

• Minimum of 10 years of medical office management experience.
• Front‑desk experience in the hearing industry is a plus.
• High school diploma or equivalent (GED) required.
• Strong computer skills; experience with word processing and database software.
• Excellent interpersonal skills for effective relationships with diverse patients, colleagues, and vendors (including listening, sales, and problem‑solving).
• Excellent oral and written communication skills.
• Basic understanding of accounting procedures and good math aptitude.
• Strong customer‑service orientation.
• Excellent organizational skills; ability to manage multiple tasks within strict deadlines.
• Ability to input and track sales revenues and balance accounts daily and monthly.
• Detail‑oriented.
• Physical demands: ability to handle a busy office with interruptions, calls, and walk‑ins; ability to resume focused tasks after interruptions; lift boxes up to 20 lb.

Benefits

• 401(k) with matching.
• Health, dental, and vision insurance.
• Employer‑paid life insurance.
• Option to purchase additional life insurance – AD&D.
• Critical illness coverage.
• Hospital indemnity.
• Short‑term and long‑term disability.
• Paid time off.
• Employee discounts.