Lead Patient Care Coordinator

Job Description

Job Description

Patient Care Coordinator (PCC) – Front Desk / Clinic Operations

???? Bay State Physical Therapy Waltham, MA | Full-Time | Monday–Friday | In-Person

About the Role

We are seeking a highly organized, patient-focused Patient Care Coordinator (PCC) to join our growing team. In this full-time, in-person role, you will deliver an exceptional front desk experience while supporting clinic operations, scheduling, insurance coordination, and patient financial communication.

This is an ideal opportunity for someone who thrives in a fast-paced environment and enjoys balancing customer service, problem-solving, and administrative responsibilities.

Key Responsibilities

Patient Experience

• Greet patients warmly by name with a friendly, professional demeanor
• Manage high-volume phone calls and in-person interactions efficiently
• Handle sensitive or complex conversations with professionalism and care

Scheduling & Clinic Flow

• Manage schedules to maximize efficiency and patient access
• Encourage adherence to treatment plans through proactive scheduling
• Utilize waitlists and help reduce schedule gaps
• Collaborate with clinicians and leadership to optimize daily operations

Insurance & Financial Coordination

• Verify insurance and clearly explain deductibles, copays, and coinsurance
• Set up payment plans and ensure accurate financial records
• Help patients understand their financial responsibilities

Patient Intake & Documentation

• Prepare and explain all new patient forms and required documentation
• Ensure records are complete, accurate, and compliant
• Manage scanning and documentation within the system

Authorizations & Eligibility

• Manage insurance authorizations and track deadlines
• Coordinate referrals and required approvals
• Proactively resolve eligibility and authorization issues

Administrative & Financial Accuracy

• Complete end-of-day reconciliation and resolve discrepancies
• Assist with account balances and aging reports
• Maintain accurate documentation and communication logs

Qualifications

• Experience in a medical office or similar front desk role required*
• Strong understanding of insurance (commercial, federal, WC, MVA preferred)
• Excellent communication and customer service skills
• Highly organized with strong attention to detail
• Ability to multitask in a fast-paced environment

Why Join Us

• Supportive, team-oriented environment
• Growth and development opportunities
• A chance to make a direct impact on the patient experience every day

  Patient Care Coordinator (PCC) | Full-Time (Mon–Fri, In-Person)

Be the first impression that makes a difference.

We’re hiring a Patient Care Coordinator (PCC) to help create an exceptional patient experience — starting the moment someone walks through our doors.

This is a full-time, Monday–Friday, in-person role where you’ll play a key part in keeping patients on track, informed, and confident in their care.

What You’ll Do

• Welcome patients with warmth and professionalism
• Manage scheduling to support patient progress and clinic flow
• Explain insurance benefits and financial responsibilities clearly
• Coordinate authorizations and solve issues proactively
• Partner with clinicians to keep operations running smoothly

What Makes You a Great Fit

• Friendly, organized, and calm under pressure
• Strong communicator — especially with insurance and financial topics
• Proactive and solutions-oriented
• Passionate about creating a great experience for patients

Why This Role Matters

Patients consistently highlight:

✅ Personalized care

✅ Supportive, encouraging team

✅ A smooth, welcoming front desk experience

You’ll play a central role in delivering that experience every single day.

#LI-DNI