Patient Care Coordinator

Job Description

Job Description

PATIENT CARE COORDINATOR 

Position Summary 

The Patient Care Coordinator serves as a key liaison across the continuum of care, providing exceptional, high-touch support to patients while optimizing clinic operations and workflow. Paired directly as a primary practice partner with assigned healthcare providers (e.g., Nurse Practitioners) and clinical staff, this role takes ownership of patient communication, schedule efficiency, lab tracking, treatment plan presentations, and patient conversion strategies. The ideal candidate combines a charismatic, customer-first mindset with strong administrative and organizational skills in an aesthetics and wellness environment. 

Job Details & Schedule 

● Job Type: Full-Time 

● Working Hours: Monday through Friday,8:30 AM – 5:30 PM 

● Reports To: Practice Manager / Management Team 

● Compensation: Competitive hourly rate ($18–$25/hr based on experience) plus bonus incentives 

Key Responsibilities 

1. Patient Experience & Dedicated Coordination 

● Primary Point of Contact: Serve as the main point of contact for patient inquiries via telephone, email, and website messaging. 

● Schedule Optimization: Actively manage and optimize provider daily/weekly schedules to maximize practice capacity, minimize open slots, and maintain smooth patient flow. 

● Patient Onboarding & Check-In: Greet patients, provide initial onboarding documentation, send digital pre-visit intake and medical history forms

Ensure all patient documents are correct and verified

● Consultations & Financial Presentations: 

○ Communicate patient goals and concerns to medical providers. 

○ Work alongside providers to prepare, present, and review detailed, patient-specific treatment plan quotes and packages. 

○ Explain pricing, practice specials, and financing options (e.g., Cherry, CareCredit). 

● Appointment & Care Logistics: 

○ Schedule consultations, treatments, and pre-/post-operative follow-up visits. 

○ Coordinate required elements of treatment, including facility needs, insurance, and special accommodations. 

○ Conduct post-treatment check-ins, re-booking outreach, and follow-up correspondence. 

2. Clinical Support & Practice Quality Control 

● Clinical & Lab Coordination: Track and verify that required lab work and test results are completed, reviewed, and attached to patient charts ahead of visits. 

● Interdepartmental Collaboration: Partner closely with clinical nurses to convey pre-treatment guidelines and post-care instructions to patients. 

● Performance Tracking: Monitor, evaluate, and report conversion rates, booking retention, procedure metrics, and patient feedback to management and providers.

● Compliance & Practice Standards: Preserve and update clinic operational policies in strict compliance with HIPAA and patient privacy regulations. 

● Practice Collateral & Operations: Maintain up-to-date collateral (patient packets, treatment quotes, information guides) and assist in establishing practice goals and continuous quality improvement processes. 

Qualifications & Requirements 

● Experience: 2–5 years of customer service, sales, or healthcare administration experience is preferred but not required (e.g., Medical Assistant, Medical Receptionist, Patient Care Coordinator, or concierge service). 

● Industry Knowledge: Prior experience in a MedSpa, Aesthetics, or Wellness practice is preferred but not required, as is familiarity with medical practice operations, insurance processes, and medical terminology. 

● Technical Skills: Proficiency in EHR/Practice Management software, Microsoft Office (Word, Excel) or Google equivalents. 

● Core Competencies: 

○ Exceptional verbal and written communication skills with a professional demeanor across all channels (phone, email, in-person). 

○ Strong multitasking and time-management capabilities, including task prioritization and tracking. 

○ High energy, charisma, and a sales-minded, customer-centric approach. 

○ Ability to balance strict adherence to operating procedures with continuous process improvement. 

Benefits After 90 Day Onboarding 

● Group Health Insurance options 

● 15 days paid time off

● Paid Holidays 

● Retail Skincare Credits & Complimentary Treatments