Patient Care Coordinator

JOB TITLE: Patient Care Coordinator
EMPLOYER: NJ Vein Specialists
REPORTS TO: Practice Administrator
PAY RANGE: OPM Pay Grade 4 (Hourly)
FLSA STATUS: Non-Exempt
LOCATIONS: Glen Rock & Woodland Park, NJ (No weekends!)

SUMMARY: The Patient Care Coordinator at NJ Vein Specialists serves as the primary point of contact for patients and plays a vital role in delivering an exceptional patient experience throughout the course of treatment. This position is responsible for patient scheduling, customer service, appointment coordination, and administrative support to ensure efficient office operations. The Patient Care Coordinator acts as a liaison between patients and the practice, providing information, resolving concerns, and promoting a positive and professional environment.

DUTIES AND RESPONSIBILITIES:
- Greet and assist patients in a courteous, professional, and compassionate manner.
- Schedule, confirm, reschedule, and coordinate patient appointments across multiple practice locations.
- Answer incoming telephone calls and respond to patient inquiries regarding appointments, office policies, and general services.
- Check patients in and out, ensuring all required documentation is completed and accurate.
- Maintain and update patient demographic and insurance information within the electronic medical record (EMR) system.
- Collect copayments, balances, and required forms in accordance with practice policies.
- Verify insurance eligibility and communicate patient financial responsibilities when applicable.
- Coordinate patient communications, including appointment reminders, follow-up calls, and satisfaction outreach.
- Assist patients with obtaining medical records, forms, and other non-clinical requests.
- Manage provider schedules and assist with optimizing appointment utilization.
- Ensure patient records are maintained accurately and confidentially.
- Collaborate with providers and office staff to promote efficient patient flow and a positive patient experience.
- Assist with patient retention, customer service initiatives, and practice growth efforts.
- Maintain a clean, organized, and professional work environment.
- Travel to and provide coverage at various office locations as needed.
- Perform other duties as assigned by management.

QUALIFICATIONS:
- High school diploma or equivalent required; associate degree preferred.
- Minimum one year of experience in a medical office, customer service, patient services, or healthcare administrative role preferred.
- Knowledge of medical office procedures and scheduling practices.
- Proficiency with electronic medical record (EMR) systems and Microsoft Office applications.
- Strong customer service and interpersonal skills.
- Excellent verbal and written communication skills.
- Ability to multitask and prioritize responsibilities in a fast-paced environment.
- Strong organizational skills and attention to detail.
- Ability to maintain confidentiality and professionalism.
- Bilingual skills preferred.
- Professional appearance and demeanor required at all times.

GENERAL EXPECTATIONS:
- Demonstrate professionalism, integrity, and respect in all interactions with patients, visitors, providers, and coworkers.
- Promote a positive patient experience and contribute to a culture of service excellence.
- Maintain punctuality and reliability in attendance and performance.
- Complete assigned work accurately and within established timeframes.
- Maintain patient confidentiality and comply with all HIPAA requirements.
- Support organizational goals and contribute to teamwork across all departments.
- Adapt to changing priorities and operational needs.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Requires sitting, standing, and walking for extended periods with the ability to lift up to 20 pounds. Manual dexterity is needed for using a calculator and computer keyboard. This description is intended to provide only basic guidelines for meeting job requirements. Responsibilities, skills and working conditions may change as needs evolve.


DOL / FLSA CLASSIFICATION ASSESSMENT
This position is classified as Non-Exempt under the Fair Labor Standards Act (FLSA). The Patient Care Coordinator primarily performs administrative, customer service, scheduling, registration, and patient support functions. Responsibilities include coordinating appointments, maintaining patient records, verifying insurance information, communicating with patients, and supporting office operations. The role follows established procedures and guidelines and does not involve the level of independent judgment, managerial authority, policy-making responsibilities, or advanced specialized knowledge required to qualify for an executive, administrative, or professional exemption under the FLSA. Therefore, employees in this position are eligible for overtime pay in accordance with applicable federal and state wage and hour laws.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts managements right to assign or reassign duties and responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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