Patient Care Coordinator - Physical Therapy Office

Patient Care Coordinator

We are seeking an experienced and highly professional Patient Care Coordinator who is passionate about delivering exceptional patient experiences and maintaining efficient front-office operations in a busy healthcare environment. This role is ideal for a motivated healthcare professional who thrives in a fast-paced setting, takes ownership of their work, and values teamwork, accuracy, and patient-centered care. As the first point of contact for our patients and referral sources, this position plays a critical role in ensuring a smooth and welcoming experience from the moment a patient contacts our office through the completion of their care. The ideal candidate brings strong organizational skills, excellent communication abilities, and prior experience working in a medical front office, preferably within outpatient rehabilitation or a specialty clinic setting. We are looking for someone who is proactive, dependable, and committed to building long-term relationships with patients, clinicians, and the community while contributing to the continued growth and success of our organization. ProActive Physical Therapy is currently seeking a Full-Time Patient Care Coordinator for our Carlsbad clinic, where our "together we're better" philosophy creates a culture that makes coming to work enjoyable for everyone.

Key Responsibilities

• Provide a warm and professional welcome to all patients and visitors
• Deliver exceptional customer service and patient support throughout the care process
• Communicate effectively with patients, clinicians, referral sources, and internal departments
• Guide patients through visit preparation, electronic forms, paperwork, and appointment expectations
• Ensure accurate patient registration and data entry within the EMR system
• Review patient charts for completeness and accuracy
• Manage patient scheduling and appointment optimization to maintain clinic efficiency
• Coordinate communication with referral sources and assist with follow-ups
• Answer and triage incoming phone calls in a professional and timely manner
• Collect copays, patient balances, and verify insurance information
• Perform scanning, faxing, and other administrative duties
• Support clinicians and assist with patient care coordination when needed
• Maintain organized documentation and ensure compliance with office procedures

Preferred Qualifications

• 13+ years of experience in a medical front office, patient coordination, or healthcare administration role
• Experience in Outpatient Rehabilitation, Physical Therapy, or a specialty clinic strongly preferred
• Strong knowledge of insurance benefits verification and common insurance terminology
• Proven ability to manage high patient volumes while maintaining accuracy and professionalism
• Excellent customer service, communication, and interpersonal skills
• Strong organizational, multitasking, and problem-solving abilities
• Comfortable working collaboratively within a team-oriented clinical environment