Patient Care Coordinator

Job Description

Job Description

Patient Care Coordinator

Position Summary

The Patient Care Coordinator is responsible for leading the practice's marketing, referral development, provider relations, referral operations, and business growth initiatives. This role oversees the Referral Team, develops strategic outreach programs, analyzes referral and retention trends, coordinates marketing activities, and serves as the primary liaison between the practice, referring providers, healthcare organizations, and community partners. The Patient Care Coordinator supports organizational growth through data-driven decision-making, relationship management, employee engagement initiatives, and operational oversight of referral processes.

Essential Duties and Responsibilities

Marketing & Business Development

• Develop, cultivate, and maintain strong relationships with referring providers, medical offices, hospitals, and community partners.
• Conduct regular provider outreach visits to promote practice services and strengthen referral partnerships.
• Represent the practice at networking events, health fairs, community outreach activities, and industry functions.
• Plan, coordinate, and execute marketing campaigns designed to increase referral volume, patient acquisition, retention, and brand awareness.
• Support social media, digital marketing, and community engagement initiatives.
• Identify and pursue opportunities for strategic growth, market expansion, and service line development.
• Collaborate with leadership to establish and achieve growth objectives.

Referral Team Leadership & Management

• Directly supervise and support the Referral Team to ensure efficient processing of referrals, scheduling accuracy, and achievement of departmental goals.
• Monitor staff performance, productivity, and quality metrics while providing coaching, training, and professional development opportunities.
• Establish workflows and best practices to improve referral management, patient access, provider utilization, and operational efficiency.
• Conduct regular team meetings and facilitate communication between the referral department and other practice departments.
• Assist with hiring, onboarding, performance evaluations, employee development, and corrective action processes as needed.
• Collaborate with leadership to establish departmental goals, monitor outcomes, and implement process improvements.

Referral, Retention & Performance Analytics

• Collect, monitor, and analyze referral data, provider trends, patient retention metrics, and market opportunities.
• Track referral volume, conversion rates, scheduling metrics, provider utilization, retention rates, and referral leakage.
• Compile and distribute weekly, monthly, and quarterly reports related to referrals, patient retention, provider performance, and growth initiatives.
• Identify patient trends and develop recommendations to improve patient retention and continuity of care.
• Maintain accurate referral tracking systems, databases, dashboards, and reporting tools.
• Present findings and strategic recommendations to executive leadership.
• Collaborate with scheduling, referral, and operational teams to support patient access and organizational goals.

Provider Relations & Event Coordination

• Schedule and coordinate provider meetings, educational presentations, networking opportunities, and outreach visits.
• Organize provider appreciation events, lunches, dinners, educational programs, and relationship-building activities.
• Maintain provider contact databases and communication schedules.
• Prepare presentation materials, meeting agendas, and follow-up communications.
• Ensure consistent communication and engagement with referral sources and community partners.

Marketing Materials & Supply Management

• Manage inventory and distribution of marketing materials and referral supplies.
• Ensure referral packets, brochures, business cards, promotional items, and educational materials are readily available.
• Coordinate the design, production, printing, and delivery of marketing collateral.
• Maintain brand consistency across all marketing and outreach materials.

Team Building & Employee Engagement

• Support leadership in developing and implementing employee recognition and engagement programs.
• Coordinate team-building activities, staff appreciation events, and workplace culture initiatives.
• Assist in creating employee communications, recognition programs, and engagement materials.
• Promote a positive, collaborative, and service-oriented work environment.

Administrative Support

• Maintain organized records of marketing activities, provider interactions, referral initiatives, and event participation.
• Prepare reports, presentations, and supporting documentation for leadership meetings.
• Manage calendars related to provider outreach, marketing initiatives, referral activities, and special events.
• Assist with strategic projects and other administrative duties as assigned.

Sweetwater Pain and Spine uses a comprehensive approach to pain and spine care. Our physicians are board certified and fellowship trained in interventional pain medicine.

Company Description

Sweetwater Pain and Spine uses a comprehensive approach to pain and spine care. Our physicians are board certified and fellowship trained in interventional pain medicine.