Patient Care Coordinator (McMinnville, OR)

Job Responsibilities

• Receive all patients into the clinic according to standards set forth by the company.
• Answer phones promptly using standard greeting, listen empathetically and follow phone script.
• Place same-day follow-up calls to new patients scheduled and those who did not show or cancelled their appointments.
• Facilitate a concierge-level patient experience in the front office.
• Keep office neat, clean and current.
• Prepare coffee and refreshments every morning.
• Review charts for upcoming patient appointments using company checklist.
• Lead Morning Huddle on behalf of Clinic Team at the start of each day.
• Administer patient intake forms at check-in. Review and update PMS as needed.
• Participate as needed in patient education.
• Manage patient schedule on behalf of Clinic Team.
• Schedule and confirm all patient appointments.
• Enter appointment outcomes within twenty-four hours of completion.
• Use strategic scheduling to accommodate same- or next-day new patient appointments.
• Prep schedule in advance for daily Opportunities and Special Events.
• Manage patient accounts receivable, deposits and inventory for Clinic Team.
• Track all orders, sales and payments through patient management software.
• Adhere to purchasing and inventory guidelines.
• Maintain cash ‘till’ and make regular bank deposits.
• Reconcile all deposits daily and report weekly.
• Collect patient insurance information and request verification of benefits.
• Submit insurance billing requests. Monitor claim status for follow-up as needed.
• Comply with monthly Accounts Receivable and Inventory reporting requirements.
• Help build practice through patient contact, outreach and retention marketing.
• Schedule follow-up appointments for patients seen in the clinic.
• Familiarize yourself with your clinic/regional marketing event calendar.
• Place follow-up calls to patients included in remarketing outreach and campaign reports as received.
• Ensure accurate patient record classification via updates to required fields and additional research as needed.
• Prepare for and participate in special events.
• Maintain day-to-day operational procedures.
• Maintain office supplies and organization.
• Manage patient files per company standards.
• Adhere to HIPAA guidelines and protect patient privacy.

Job Requirements

• Minimum Education, Certification and Experience Requirements: High school diploma or GED. 1-2 years’ experience in a customer service or retail position preferred.
• Knowledge / Technical Requirements: Proficient computer skills and preferred experience with Sycle, Pay Junction, Microsoft 365 programs, or similar systems. Industry familiarity encouraged.
• Competencies, Skills & Abilities: Excellent Customer Service skills, Ability to manage all confidential information with complete discretion, Ability to organize and multitask, Problem solving skills, Good communication and interpersonal skills required, A strong desire to learn and positive outlook, Ability to pass a basic computer assessment during in person interview.
• Working Conditions: Standard office conditions. Equipment Operation: Standard office equipment.

Pay and Other Compensation

• The annual hourly rate for this position is between $17.77 - $23.63 per hour. Factors which may affect starting pay within this range may include: geography/market, skills, education, experience and other qualifications of the successful candidate.
• The following benefits for this position, subject to applicable eligibility requirements, include medical, dental, and vision insurance, 401(k) retirement plan with company match, company-paid life insurance, short-term disability insurance, long term disability insurance, employee assistance program, hearing aid benefits, paid time off, paid sick time, and paid holidays.