Patient Care Coordinator

AEG Vision • Warsaw, IN

4d

About The Position

The Patient Care Coordinator supports front desk operations, patient flow, schedule optimization, and coordination across the care team. The role helps provide an efficient, high-quality patient experience by anticipating needs, communicating clearly, and proactively managing the daily schedule. Responsibilities include patient communications and appointment scheduling, insurance and demographic verification, maintaining records in the EMR, supporting billing and payment processes, monitoring patient flow, coordinating with clinical and optical teams, and assisting with patient retention outreach and front office organization.

The position is with AEG, which describes its culture as focused on leadership development and internal growth, collaboration, authenticity, continuous learning, and supporting team members. The role may also perform other duties as assigned by the Practice Manager, Assistant Practice Manager, and/or Optometrist.

Requirements

• High school diploma or equivalent.
• Basic computer literacy and ability to learn practice management systems, including EMR.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Strong verbal and written communication skills focused on patient-centered service.
• Strong interpersonal skills and ability to work collaboratively across teams.
• Ability to proactively identify issues and contribute to solutions in a fast-paced environment.
• Ability to maintain patient and practice confidentiality.
• Ability to utilize office equipment.
• Ability to lift up to 10 lbs.

Responsibilities

• Greet patients, customers, and vendors professionally and serve as the primary point of contact for patient interactions.
• Answer telephone calls, respond to inquiries, and manage email or digital communications in a timely and professional manner.
• Schedule patient appointments and support provider schedule optimization by managing cancellations, reschedules, and same-day fill opportunities.
• Confirm appointments and send reminders to reduce no-show rates and help patients prepare for visits.
• Verify insurance eligibility and patient demographics before appointments; enter and maintain accurate information in the EMR.
• Understand insurance plans and communicate coverage, benefits, and patient financial responsibility.
• Prepare patient charts and required documentation in advance of visits.
• Collect and document charges, co-pays, and payments in the EMR; allocate balances and support claim preparation and submission.
• Run reports and review accounts to ensure charges are billed, filed, and up to date.
• Monitor patient flow and provider schedules for bottlenecks, delays, or overlaps; communicate and make adjustments as needed.
• Communicate with patients about wait times, delays, and next steps.
• Coordinate with clinical and optical teams to support smooth transitions and continuity of care.
• Support patient retention through follow-up, recall, and reactivation outreach, including annual and medically necessary appointments.
• Help maintain an organized, clean, and patient-ready front office.
• Perform other duties as needed and assigned by the Practice Manager, Assistant Practice Manager, and/or Optometrist.

Benefits

• 401(k) with match
• Medical, dental, vision, life, short-term disability, and long-term disability benefits
• Employee vision discount program
• HSA/FSA
• PTO
• Paid holidays

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED