Job description

A Patient Coordinator serves as the primary point of contact for patients, ensuring a seamless experience by coordinating appointments, facilitating communication between patients and healthcare providers, managing administrative processes, and supporting continuity of care.

1. Patient Registration and Reception

• Welcome and register patients upon arrival.
• Verify patient identity, demographic information, and insurance details.
• Create and maintain accurate patient records.
• Obtain required consent forms and documentation.

2. Appointment Scheduling and Coordination

• Schedule, confirm, reschedule, and cancel patient appointments.
• Coordinate appointments with physicians, specialists, and diagnostic services.
• Manage provider schedules to optimize clinic efficiency.
• Send appointment reminders and follow up on missed appointments.

3. Patient Communication

• Serve as the primary contact for patient inquiries via phone, email, or in person.
• Provide information regarding clinic services, appointment preparation, and follow-up care.
• Communicate test schedules, referrals, and treatment plans as directed by healthcare providers.
• Escalate urgent patient concerns to the appropriate clinical staff.

4. Care Coordination

• Coordinate referrals to specialists, laboratories, imaging centers, and other healthcare providers.
• Assist patients in navigating the healthcare system and accessing required services.
• Facilitate continuity of care between departments and external providers.
• Track referrals and follow-up appointments.

5. Insurance and Billing Support

• Verify insurance eligibility and coverage.
• Obtain prior authorizations when required.
• Assist patients with billing inquiries and payment procedures.
• Coordinate with finance and insurance teams to resolve coverage issues.

6. Medical Records Management

• Maintain accurate and confidential patient records.
• Ensure documentation is complete and updated in the electronic medical record (EMR) system.
• Process requests for medical records in accordance with privacy regulations.

7. Administrative Support

• Prepare daily clinic schedules.
• Coordinate physician calendars and clinic resources.
• Maintain office supplies and administrative documentation.
• Generate reports as required by management.

8. Patient Experience and Customer Service

• Address patient concerns and complaints professionally.
• Promote a positive patient experience through excellent customer service.
• Support patient satisfaction initiatives.
• Ensure confidentiality and respect for patient privacy.

9. Compliance and Quality Assurance

• Ensure compliance with organizational policies, confidentiality requirements, and healthcare regulations.
• Participate in quality improvement initiatives.
• Maintain accurate documentation and administrative records.

Skills

Education & Qualification

• Diploma or bachelor’s degree in healthcare administration, Business Administration, Medical Office Administration, or a related field.
• Additional certification in medical administration, customer service, or healthcare coordination is an advantage.
• Proficiency in Microsoft Office applications and Electronic Medical Record (EMR) systems.
• 2–3 years of experience in a healthcare, hospital, or clinic setting, preferably in patient coordination, medical reception, or healthcare administration.
• Experience scheduling appointments and coordinating patient services.
• Experience working with insurance verification and prior authorization processes.
• Familiarity with medical terminology and healthcare workflows.
• Experience using EMR systems and patient scheduling software.
• Strong customer service and communication skills.
• Ability to manage multiple priorities in a fast-paced clinical environment.

Key Competencies:

• Excellent interpersonal and communication skills. Strong organizational and time-management abilities.
• Customer service orientation.
• Attention to detail and accuracy.
• Ability to maintain confidentiality and professionalism.
• Problem-solving and conflict resolution skills.
• Proficiency in EMR systems and Microsoft Office applications.
• Ability to work collaboratively within a multidisciplinary healthcare team.