Patient Access Coordinator

Job Overview & Responsibilities

The Patient Access Coordinator (PAC) is the first point of contact for patients entering PT Solutions clinics and plays a critical role in shaping the patient experience. The PAC is responsible for greeting patients, managing check-in and check-out processes, collecting payments, verifying required documentation, and supporting daily clinic operations.

The PAC ensures accuracy in patient information, maintains compliance with front-office workflows, and serves as a key communication link between patients, therapists, and internal teams. This position requires strong customer service skills, attention to detail, and the ability to multitask in a fast-paced environment.

Essential Functions

Patient Check-In & Check-Out

• Welcome patients warmly and professionally upon arrival.
• Complete patient check-in following all clinic and compliance requirements.
• Verify patient demographics, insurance information, and required documentation.
• Ensure intake forms, consents, and checklists are completed prior to treatment.
• Manage patient check-out, schedule follow-up appointments, and provide visit summaries.

Financial Responsibilities

• Collect co-pays, deductibles, coinsurance, and any outstanding patient balances.
• Communicate financial responsibilities clearly and professionally.
• Reconcile daily payments and maintain accurate financial logs.
• Follow POS collection policies and escalate concerns when needed.

Administrative & Operational Support

• Answer clinic phones, respond to messages, and route calls to appropriate team members.
• Maintain therapist schedules, waitlists, and daily patient flow.
• Support referral intake and verify correct therapist assignment.
• Assist with chart preparation, scanning, and maintaining accurate EMR documentation.
• Monitor lobby cleanliness, safety, and readiness for patients.

Customer Service & Patient Experience

• Provide exceptional service to patients, families, and caregivers.
• Assist patients with questions related to scheduling, insurance, and treatment process.
• De-escalate patient concerns and escalate complex issues to clinic leadership.
• Maintain a professional, empathetic, and patient-centered demeanor at all times.

Compliance & Documentation

• Adhere to all HIPAA, privacy, and confidentiality standards.
• Ensure accurate entry of patient information into the EMR.
• Follow clinic workflows related to insurance verification, authorization communication, and claim documentation.
• Support compliance audits and operational quality checks.

Team Collaboration

• Partner with therapists, clinic managers, and regional teams to support clinic needs.
• Communicate proactively regarding schedule changes, cancellations, and documentation gaps.
• Coordinate with Authorization, Verification, and Scheduling teams to resolve patient access issues.
• Participate in staff meetings, training, and clinic initiatives.

Additional Responsibilities

• Support special projects, clinic events, and operational improvements.
• Provide coverage support for other PACs or clinics when needed.
• Perform additional duties as assigned to support clinic operations.

Qualifications & Pay Range

Required Skills & Abilities

• Strong communication and customer service skills.
• Ability to multitask and prioritize effectively in a busy clinic environment.
• High level of accuracy and attention to detail.
• Ability to collect payments and discuss financial responsibility confidently.
• Proficiency in Microsoft Office and comfort using multiple software systems.
• Professional, empathetic, and patient-centered approach.
• Ability to follow workflows, protocols, and compliance requirements.
• Strong problem-solving and conflict-resolution skills.
• Ability to work independently and as part of a team.

Required Credentials

• High school diploma or equivalent required.
• 12 years of customer service or healthcare front office experience preferred.
• Experience using EMR systems, scheduling platforms, or payment collection systems preferred.
• Must meet all compliance, background check, and onboarding requirements.

Schedule

• Full Time Mon-Fri (schedule varies)

Compensation

• Pay Range: $16-$19/hr
• (Any posted pay range considers multiple compensations factors including background, experience, and work location while also allowing for salary growth within the position)

Company Overview

A Mission That Moves Us

At PT Solutions, we are a team united by a shared purpose: expanding access to transformative care. No matter where you are in your career, we're committed to your professional growth and empowering you to shape the future of rehabilitation therapy.

Join us and transform care. Let's go further together.

Learn more about careers with PT Solutions at Physical Therapy Careers | PT Solutions

We are an equal opportunity employer and welcome all qualified candidates to apply.