Patient Care Coordinator

About the role

The Patient Care Coordinator (PCC) at The Hearing House by Beltone in Marshfield, WI is the welcoming face of our clinic, creating a positive experience for our patients. This role focuses on managing the clinic, building patient relationships, understanding patients' hearing needs, and ensuring a smooth flow for a thriving growing practice.

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
• Auxiliary with marketing efforts, events, outreach, and patient retention activities

Who Thrives in This Role

• Eager learners whose career is centered around working in a medical practice
• Strong multi-taskers with solid problem-solving skills
• Punctual, reliable professionals
• Individuals who genuinely love helping others in the medical industry while running a thriving practice

Why It's Rewarding

You're not just managing an office, you're making a meaningful difference by helping patients feel supported, understood, and cared for throughout their journey to better hearing health.

Job Type

Part Time, Monday, Wednesday & Friday (24 hours a week), No Weekends or evenings!

Location

Marshfield, WI

Compensation

$17.00 - $18.00 an hour. Pay is commensurate with experience and qualifications. Monthly Bonus Opportunities.

Essential Duties and Responsibilities

• Provide the first contact for patients who call or come in to schedule an appointment or inquire about our services.
• Screens calls, identify better hearing candidates and facilitate excellent service by providing the information necessary to secure an appointment.
• Schedule and confirm appointments and conduct outbound retention calls to patients.
• Coordinate provider’s schedule and ensure the smooth and efficient flow of patient care while in the office.
• Check patients in and out, collect and record payments, track revenue and accounting activities to include: end of day close, bank deposits, posting of charges, entering invoices, payments and insurance claim processing.
• Maintain all daily, weekly and monthly reports and tracking documents.
• Respond to home office requests in a timely manner.
• Verify patient information, billing/insurance data, collect and process documentation and maintain patient charts to include the filing of all patient records.
• Work with insurance and workers compensation agencies to facilitate authorizations and benefit verification.
• Responsible for a variety of administrative tasks such as typing, filing, office supply inventory, and mail.
• Verify the status of and checking in hearing aids and repairs and track/maintain product inventory.
• Work with the hearing care provider on grassroots marketing efforts that may include compiling physician packets, coordinating educational seminars, and sending recall letters.
• Track marketing calls and inquiries from initial contact through the point of sale.
• Responsible to open and close the office on a daily basis and ensure the reception area is well maintained.
• Training support for other location front office staff, as may be appropriate.

Education and Experience Requirements

• A minimum of 10 years of medical office management experience
• Experience with front desk in the hearing industry is a plus
• High school diploma or equivalent (GED)

Required Skills

• Strong computer skills
• Experience with word processing and database software
• Excellent interpersonal skills that allow effective working relationships with a diverse, patient, colleague, and vendor population
• This includes listening, sales and problem-solving skills
• 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
• Front desk medical experience required

Physical Demands

• Ability to handle a busy office with interruptions, calls, walk-ins and direct the flow of the office with efficiency and grace
• Must be able to pick up after an interruption to complete tasks that require focus
• Must be able to lift boxes up to 20 pounds